Procedures
Section 1. Introduction
- Mission
- Organizational Structure
Section 2. Calendar
Section 3. Procedures
Section 4. University Policy on Printing Services
SECTION 1.
INTRODUCTION
The Fayetteville State University(FSU) Copy Center was established for the purpose of fast, convenient, and quality service at the lowest possible costs to members of the university community. This purpose is achieved within the constraints of the developing needs of the Copy Center.
The Copy Center is organized as a self-supporting unit within the university organizational structure and works closely with the Public Relations Office and commercial firms outside the University.
Services provided are:
- copying and duplicating services
- computer graphic layout and design
- printing
- promote photocopier services in most campus buildings
1.1 Mission Statement
The FSU Copy Center, through its personnel, seeks to provide the university faculty, staff, and students the best possible service and to expedite the copying process as efficiently and effectively as possible.
1.2 Organization Structure
The FSU Copy Center is a unit within the Division of Business and Finance. The following is the organizational structure:
SECTION 2
CALENDAR
The Copy Center does not have a calendar which is for reports. As a service unit, the Copy Center operates to serve and perform its service based on the needs of units external to the shop. However, there are specific periods of time during the academic year in which the workload of the shop is extremely heavy. These times are:
- Beginning of each semester
- Mid-term of each semester
- End of each semester
- Beginning of summer session
- Pre and Post commencements
- Pre and Post school conference
- Two Commencement Program
- Honors and Awards Day
- Founders Day
- Convocation
- Other special official days
SECTION 3
PROCEDURES
The Copy Center offers a range of copy services suitable for a variety of job sizes. Up to 164 pages can be collated automatically, stapled, drilled for ring binding, and provided with a variety of covers.
All quick copy jobs are done on a first-come, first-served basis. Rush jobs can be handled but must be discussed with the Supervisor.
3.1 Time Requirements
Usually same day service is available. Given the volume of quick copy work and emergency duplicating that is required by university personnel, the Copy Center makes every effort to maintain the following time requirements:
- Job Turnaround Schedule
- Product Description Turnaround
- Business Card - Standard 2 Days
- Business Card all Other Cards - 48 Hours
- Letterhead Re-Run - Blue Ink - 3 Working Days
- Letterhead New Joy - 5 Working Days
- Envelopes Re-Run - 3 Working Days
- Envelopes New Job - 5 Working Days
***Customer’s Proof must be returned within 48 hours. If proofs are returned late, the print job will be delayed.
3.2 Rush Jobs
Jobs required sooner than standard turnaround are classified as rush jobs. All rush jobs will be charged 10% premium.
3.3 Request for Services
Before completing a Work Order Form, the customer must follow some preliminary procedures.
3.4 One-time Job Procedures
To order one-time jobs, the requester must submit a standard FSU requisition for Purchase to the Business Office. This must be done each time a request is made. The Business Office will then issue a purchase order number, which will authorize the Copy Center to begin work on the order. Phone-in purchase orders are only accepted from the Purchasing Office of the Business Office. The Copy Center must have the original copy of the purchase order or the requisition with the purchase order on it. This also applies to credit accounts.
3.5 Credit Account Procedures (Open Purchase Orders)
To establish a credit account, the requester must complete a standard FSU Requisition for Purchase and submit it to the Business Office. Following this action, the Business Office will issue a purchase order number to the Copy Center. An account is then set up for the total approved amount as indicated on the purchase order. When the amount on the credit account is exhausted, the requester must submit a requisition for a new credit account or follow the One-time Job Procedures as outlined above. It is the requester’s responsibility to keep track of the purchase order number, expenditures, and balance.
3.6 Authorized Signatures
To make orders on a credit account, authorized signatures must be established, used, and maintained. Authorized signatures are vitally important for expeditious completion of production and reproduction. The signatures that appear on the requisition form usually appear on the purchase order form that is received by the Copy Center. This is the signature or signatures of the person(s) who is/are authorized to sign for the account of that unit. The exception is allowed when the authorized signer designates another, or others, to sign in his/her absence. This is accomplished when the original signer send a card or memorandum to the Copy Center indicating the name(s) of the surrogate(s). Telephone calls will not be substituted for written authorization and appropriate signatures.
3.7 Cash Orders
Cash orders may be submitted on a time available basis in instances when priority jobs are not in progress, which require continuous use of personnel and equipment and/or when jobs can be fitted in without delaying regular university printing requirements. This method may be used by faculty, staff, and students. Personal checks may be used by university employees only.
A Work Order Form must be completed for cash/time available transactions. The requester will make payments thru the Business Office and return receipt to the Copy Center.
3.8 Copying/Duplicating
All request for copying must be submitted on a Copy Center Work Order Form and must be properly completed.
3.9 Typesetting (Composition) Computer Graphics
Specific written information on typesetting (composition)/layout service must be submitted on the Publication Planning Work Sheet.
3.10 Technical Assistance or Cost Estimate Services
The Copy Center Supervisor will provide technical assistance on all types of printing jobs and will provide cost estimates and expected delivery date. Request for both major and regular short-term jobs will be given in writing or by appointment.
3.11 Change of Specifications Services
All changes of the specifications on a printing request must be submitted in writing. If the processing of a job has already begun, the requester will receive a charge for any portion of the job that has been completed and is not usable as a result of the specification change.
3.12 Cash Handling
All cash jobs will be paid for first at the Cashier's Office. The Copy Center does not act as a university cashier in retaining money. Therefore, cash transactions are handled on exact change only. Copies will not be released without a receipt returned to the copy center with work order.
3.13 Security of Classified Materials
The Copy Center will be responsible for the security of any classified or otherwise restricted materials in the following manner.
- Requester must specifically state that the material are classified.
- Materials must be delivered to the Copy Center by properly authorized persons (not students in the instance of tests, quizzes, and/or exams).
- Copy Center personnel returns all materials (plates, waste, paper, etc.) to the requester.
- Requester may observe or have representative observe processing of classified jobs.
SECTION 4.
UNIVERSITY POLICY ON PRINTING SERVICES
Off-Campus Printing Requirements
All requests for copying must be submitted to the FSU Copy Center before processing by Purchasing. Departments are not authorized to contact any off-campus printing company. The Copy Center is the University point of contact for all off-campus printing. All information on the proposed projects (graphics, fonts, colors, size, paper weight/finish, text information, desired delivery date, etc.) must be submitted to the Copy Center no less than seven (7) working days prior to the desired delivery date. Routine copy projects required of the Copy Center should be submitted three (3) to five (5) days prior to desired delivery date, depending on the job. This will allow for reviewing of the proof, and any changes required by the end user prior to production. The requestors should contact the Copy Center prior to each copy job requirement. No printing will be permitted by an off campus vendor unless the FSU Copy Center is unable to provide service.
The Copy Center manager will review all proofs and changes with the end user prior to production of the finished product. The manager of the FSU Copy Center will negotiate all aspects of the job for the end user. This includes paper finishes, quality, weight, size, price and etc. The end user will be responsible for providing all the specifications of the job to the manager.
All copied material must indicate the number of copies made and the cost of each copy on the copied product, as required by the State of North Carolina, Office of State Budget.
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