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Printing Services Policy

TBR Guideline Reference: G-090

Approved by: Bruce Blanding

Original Date Effective: 2009-01-01

Purpose

The Printing Services Department is responsible for supplying the institution with quality printed materials in support of all administrative functions, instructional programs, recruiting and public information activities in the most cost effective method possible. Printing requires the use of design, layout, and other time-consuming processes. Printing Services may be appropriate for either small or large numbers of copies.

Copy Machines

One copying machine is located in the Administration building and the Classroom building. Each copying machine is fitted with an auditron system and each department in those buildings shall maintain their own counter (key) which will be used to determine monthly charges based on actual use.

All copy machine runs exceeding thirty copies per page or reproduction of a document containing one hundred pages requiring five copies or more are to be processed in the Printing Services department to minimize cost and decrease delay to others wishing to use the building copying machine.

Any printed materials that are produced for mass or general distribution outside the

College, must contain the statement "Jackson State Community College, a Tennessee

Board of Regents institution, is an equal opportunity, affirmative action school."

Policy

  1. Jackson State Community College adheres to the rules and regulations governing publications in higher education as set forth in the Tennessee Higher Education Publication.
  2. Printing Services is charged with providing oversight, monitoring, standardizing, and establishing quality control procedures for Jackson State and is responsible for the review of new publications and forms before sending to the office of Public Relations for approval.
  3. Temporary forms for a specific purpose or used only internally by the College (i.e., tabulation worksheets, one time survey instrument, etc.) do not fall under the THEPC guidelines.
  4. All printing by outside vendors shall comply with Jackson State and TBR purchasing procedures and, as required by state law, must include the printer's name, city, state, and number of copies printed.
  5. The originator is responsible for filling out a publication form located in the public relations office or on jWeb under public relations before the work order can be processed by Printing Services.
  6. In accordance with TBR and Tennessee Higher Education Publication Committee (THEPC) guidelines, Jackson State letterheads are standardized with the college logo, web site, and the address and phone number(s) of department. Individualized letterheads are not permitted, except as authorized by the president.
  7. College business cards are standardized with the college logo and web site, and the individual's name, title, address, phone number, and email address.
  8. Printing Services is responsible to keep a log of publication numbers on certain printed materials as mandated by TBR.

Procedures

Printing Services is located in the Classroom Building: Room 109-A.

Hours of service: 8 a.m. to 4:30 p.m., Monday through Friday.

  1. Fill out Printing Service work order.
    1. Work order pads are available in the Print Shop.
    2. jWeb offers an electronic work order in the Work Life tab under Work Orders.
  2. Publication number: Before producing a college publication or form, the originator should contact the marketing and public relations office to determine if a publication number is required.  If a publication number is required, the following information is needed.
    1. Name I title of publication
    2. Department responsible for design work.
    3. Purpose and description of publication.
    4. Number of copies.
    5. Estimated cost.
    6. Name of funding source, if other than state or higher education.
    7. Name and address of printer. Include the following information on each publication:
      1. Either the complete Jackson State logo or the College's full name, Jackson State Community College.
      2. The publication number that was assigned by the public relations office.
      3. The month and year of the publication or the revision month and year.
      4. The affirmative action and equal opportunity employer statement.
  3. Attach the document to be printed with the work order.
    1. Printing material to be copied should be an original or a very clean copy on white paper with all pages numbered.
    2. A 1/2" margin on all sides.
    3. All staples removed from submitted originals.
  4. Allow 1-2 working days for normal printed material and 3-5 days for high volume material such as books, manuals, newsletters, catalogs, etc.
  5. Work orders are to be placed in the front office of Printing Services in a slot designated for this purpose.
  6. Printed material will be placed in campus mailboxes. Designated persons from each department will have access to the campus mailboxes.
  7. Business Cards: Ordered through the Printing Services office and are of standard design, bearing the logo/workmark, name and address of the college.
  8. Business Cards are outsourced and come 1,000 (minimum) to the box.
    1. Business card forms can be found in the Printing Services front office or on jWeb>Work Life: type in under forms: Business Card. This form requires your name, title, phone number, fax, and e-mail.
    2. Fill out form along with a printing work order.
    3. Submit both forms to Printing Services.