Office of Procedures, Records, and Forms Business Policies and Procedures Manual

SERVICES
80.05
Revised 1-21

For more information contact:
   University Marketing and Communications
   509-335-3518

PRINT SECTION

Printing Services

Printing Policy

University departments are to route requests for printing and related production services to Design and Printing Services. Design and Printing Services must review and approve all printing requests to ensure compliance with state printing and procurement laws. Department personnel may not send printing or estimate requests directly or electronically to outside suppliers.

Printing and related production services include all standard and wide-format printing (except as noted below), copying, scanning, design, typesetting, assembly, and binding. Production formats include, but are not limited to, banners, posters, decals, signs, and related wide-format printed materials.

Departments may also procure wide-format printing services from the Biomedical Communications Unit (BCU) of the College of Veterinary Medicine at the Pullman campus. BCU services do not require preapproval by Design and Printing Services.

Service Provider Exceptions

Departments are to route printing policy exception requests to the Director of Design and Printing Services.

Non-Pullman Units

Non-Pullman units which have received written prior approval from Design and Printing Services may send printing requests costing less than $3,000 directly to approved local suppliers. Such units are to direct all printing requests exceeding $3,000 to Design and Printing Services (see Non-Pullman Units).

Employees in Travel Status

Employees in travel status may use purchasing cards or University travel charge cards to purchase University business-related copying services (see BPPM 70.08 and 95.03).

Marketing Brand Standards

The University’s printing policy also includes requirements regarding marketing brand standards and University stationery and business cards.

Integrated Marketing Brand Requirements

Design and Printing Services staff approves the use of or directly applies University brand standards to print, copy, and HTML-based communications materials.

University personnel are encouraged to contact Design and Printing Services before preparing copy or creating electronic files for publication. Design and Printing Services staff help ensure that University brand parameters are applied appropriately and help select production methods that produce the best results and save time and money.

University Stationery and Business Cards

In accordance with the University’s Graphic Identity Program, Design and Printing Services has developed a coordinated system to design and produce University stationery. All units are to use the standardized formats to show proper affiliation with the University. There are no exceptions to this requirement.

To maintain a consistent graphic identity, Design and Printing Services produces all stationery and business cards.

Stationery and business card samples and additional information are available from the Design and Printing Services website. 

Printing Services

Design and Printing Services evaluates each submitted job, obtains approval, and determines the best production method. In most brand cases, materials are printed in-house. When necessary to meet job specifications, Design and Printing Services outsources work to commercial suppliers, in accordance with state of Washington printing regulations.

Design and Printing Services also provides printing, copying, and scanning services through CougPrints Plus (see University Print/Copy Centers below).

Consultation

The staff at Design and Printing Services assists users in determining the best reproduction methods, anticipated costs, and appropriate preparation of materials to be printed.

Design and Printing Services provides written cost estimates and production scheduling upon request.

Printing Order Procedures

WSU departments may use Internal Service Delivery business processes in Workday, IRIs, e-mail, or online processes to submit printing orders to Design and Printing Services. (See BPPM 70.05 and the Workday Internal Service Delivery reference guide, if applicable, for IRI and Workday instructions.)

Departments must provide budget authorization, including appropriate Foundation Data Model (FDM) worktags, with each request.

Departments are to enclose samples, layouts, or original copy if available. Alternatively, departments may submit flash drives with the electronic files or use FTP to send electronic files to Design and Printing Services (see Digital File Submission).

University Stationery and Business Cards (All Departments)

All departments may place orders for University stationery and business cards with Design and Printing Services using one of the following methods:

  • Online at the Design and Printing Services website.
      
  • Intercampus mail to Design and Printing Services; mail code 5910; Cooper Publications 40
      
  • Walk-in at Cooper Publications Building
Registered Student Organizations

Registered student organizations requesting printing services follow the instructions in BPPM 70.18 prior to requesting printing services.

Non-University Entities

The Director of Design and Printing Services follows directives in BPPM 30.15 when determining the eligibility of non-University individuals or organizations to purchase printing services.

Pullman Campus Units
Request Methods

WSU Pullman campus departments may use any of the following methods to submit work orders.

Online Ordering
Place online orders through the Design and Printing Services website.

Include the appropriate FDM worktags with the request.

Digital File Submission (FTP)
Submit digital files by FTP (file transfer protocol) through the University network. For FTP instructions, go to the Design and Printing Services website; select File Transfer.

Walk-in Submission
Walk-in to submit completed work order requests to any Design and Printing Services location, including CougPrints Plus (see University Print/Copy/Mailing Centers).

Telephone 509-335-3559 to request preprinted work order forms for CougPrints Plus services.

Submission by Campus Mail
Submit completed work order requests or instructions by interdepartmental mail; mail code 5910; Cooper Publications 40.

Free Pickup and Delivery

CougPrints Plus picks up new printing, copying, and scanning work orders and delivers completed materials at no extra charge on the WSU Pullman campus. Telephone 509-335-3559 to request this service.

Non-Pullman Units

Non-Pullman departments are to obtain direction from Design and Printing Services regarding the purchase of printing services. Design and Printing Services either prints the materials in-house or approves local suppliers as indicated below.

Jobs Costing More than $3,000

Non-Pullman departments are to direct all printing jobs costing more than $3,000 including freight and sales tax, to Design and Printing Services.

Jobs Costing Less than $3,000

For jobs costing less than $3,000 including freight and sales tax, non-Pullman units may direct the requests to Design and Printing Services for printing in-house or may request that Design and Printing Services approve local printing options.

Design and Printing Services evaluates non-Pullman local printing requests and approves local suppliers.

Submitting Work Orders to University Marketing and Communications

Non-Pullman departments may use any of the following methods to submit work orders to Design and Printing Services.

Online Ordering
Place online orders through the Design and Printing Services website.

Include the appropriate FDM worktags with the request.

Digital File Submission (FTP)
Submit digital files by FTP (file transfer protocol) through the University network. For FTP instructions, go to the Design and Printing Services website; select File Transfer.

Submission by Campus Mail
Submit completed work order requests or instructions by interdepartmental mail; mail code 5910; Cooper Publications 40, WSU Pullman.

University Print / Copy Centers

CougPrints Plus is the central University print/copy center with two locations on the Pullman campus. CougPrints Plus provides a full range of printing, copying, scanning, laminating, binding, and faxing services, and assists departments in meeting University copyright requirements. Mailing services include USPS and FedEx shipping. CougPrints Plus has a limited selection of boxes and packing materials, as well.

Location and Hours of Operation

CougPrints Plus has customer service and technical personnel available to provide assistance as needed. 

Location: Compton Union Bldg. (CUB), Ground Floor

Telephone: 509.335-1647

Hours: 9:30 a.m. to 5:00 p.m., Monday through Friday

Additional Services

Through CougPrints Plus, Design and Printing Services offers a managed placement program for departments in need of a new integrated, multi-functional device (print/copy/scan).

The CougPrints Plus “Peace of Mind” program provides departments with the following benefits:

  • Assess department needs
  • Coordinate installations
  • Deliver paper and machine supplies weekly
  • Manage access codes
  • Bill monthly
  • Place and monitor service calls
  • Train for all users with refreshers as needed

Contact CougPrints Plus for more information; telephone 509-335-1647; or see the CougPrints Plus “Peace of Mind” program website. 

See also BPPM 70.27.