Copying & Printing Overview

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Start here if you are new – Introductory information to help you get started to meet your copying and printing needs.

Overview on the Print Shop

CSU Stanislaus has an on-campus print shop that can produce a variety of materials and products that will support your mission. You will sometimes hear it referred to as "Reprographics". The Print Shop is located in the basement of the Mary Stuart Rogers Educational Services Gateway building (MSR010). The services available include, but are not limited to, the following:

  • High-end printing with state-of-the-art equipment
  • Rapid volume copying
  • Wide-format printing
  • Posters & Banners
  • Easel signs
  • Laminating
  • Carbonless NCR forms
  • Sale of paper
  • Letterhead & Envelopes (campus only)
  • Business Cards (campus only)
  • Direct Mail (Print-To-Mail)
  • NCOA Mail Lists Updates
  • Variable Data printing
  • Comb & Coil binding


Overview on Using On-Campus Printing or Copy Services

All university copying and printing needs are to be met by the campus Print Shop. If the Print Shop is unable to meet requested custom printing specifications, they will submit quote requests to appropriate off-campus printers. This complies with the CSU Executive order 5201.0, Fair and Open Competition bid process. For more information on first right of refusal go to the CSU Policy. http://www.calstate.edu/icsuam/sections/5000/5705-0.shtml


Overview on Print Shop Equipment and Services Offered

Digital Printer

The CSU Stanislaus Print Shop has a Cannon Image Press 7000VP, a high-end, multi-function, digital printer/copier. With this technology they are able to produce color consistency throughout the entire print run, small or large. They are able to print variable data (see description below), number tickets, and address postcards, as the product exits the machine. The maximum sheet size is 13 x 19 so they can produce a full bleed (color clear to the edge) 12 x 18 product. The machine can also handle very thick paper, up to 300 grams. They calibrate the machine on a daily basis to keep the equipment running at its optimum.

Rapid Large Volume Copying

The Print Shop has multiple high-speed copiers. It is more cost effective, and quicker, to have the Print Shop do large-volume copying for you.

Wide Format Printing

The Print Shop can produce any width printed product up to 5 feet wide by 200 feet long.

Posters

The following poster sizes can be produced at the Print Shop:

  • 12" x 18"
  • 18" x 24"
  • 24" x 36"
  • 48" x 52"
  • 60" x 98"

Laminating

The Print Shop can laminate printed material of all sizes up to 42 inches wide by 200 feet long.

Outdoor Posters or Banners

The Print Shop has the equipment required to print on vinyl material to produce outdoor posters or banners. They can print all sizes of to 5 feet wide by 45 feet long.

Carbonless NCR Forms

Custom printed multi-page NCR (carbonless) forms can be produced in the Print Shop. The maximum is a 6-part form; colors goldenrod, pink, canary, green, blue, and white.

Sale of Paper

The Print Shop purchases white paper by the truck trailer load, thereby receiving a discounted price over single case lots. Campus departments can purchase case lots from the Print Shop at a cost below retail.

Binding

The print Shop offers the full range of finishing services including:

  • GBC Plastic Coil
  • GBC Plastic Comb
  • Booklet Making
  • Saddle Stitch
  • Automatic Collating
  • Folding
  • Stapling
  • Padding
  • Consecutive Numbering
  • Perforating
  • Scoring
  • Shrink Wrapping

 

Campus Letterhead and Business Cards

The Print Shop stocks the supplies to produce CSU Stanislaus letterhead and business cards.


Overview on Direct Mail (Print-To-Mail) with the University indicia (USPS permit)

The campus Print Shop and Mail Services are both located in the MSR basement and they combine services to offer an efficient, less expensive method for processing higher volume mailings called "Print-to-Mail" with the current bulk permit. This method is available for any mailing that meets certain design requirements and has a list of addresses in a field-based format in MS Excel (MS Word is not a workable format) with 300 pieces or more. Prior to printing, your mail list goes through NCOA processing (see below).

The Print Shop then can print the addresses directly onto the mail piece so that no labeling is necessary. This method also saves postage costs because a USPS approved barcode is applied to each address. Also, the print process includes the University indicia (USPS permit). Printed material comes off of the printer presorted by Zip Code, eliminating the need for hand sorting.

The Print Shop can also address non stuffed envelopes for first class mailing. If you are mailing as little as 50 letters, invitations, or postcards the Print Shop can address your pieces. This will save you time and money; no need to print labels and take the chance the label will come off in USPS processing.

If Print-To-Mail sounds like an option to pursue contact the Print Shop.


Overview on NCOA Mail List Updates

In order to receive bulk mailing postage rates, the intended recipient list must be processed through the National Change of Address Database" (NCOA). The campus Mail Services office has an NCOA license and can update your mailing list. A recipient list must have been "cleaned" within 90 days of the bulk mailing. The mailing also must be 300 pieces or more to qualify for this discount.

NCOA is a service that provides customers with United States Postal Services (USPS) change-of-address information for individuals, families and businesses through a licensee of the data. The NCOA database, is a data file containing over 160 million change-of-address records that have been submitted to the USPS® via a change of address form (COA®) for processing in the last 48 months.

NCOA® processing validates each name and address in your data file. Once address information is validated, each name and address is matched against the NCOA® database. This database contains change of address data gathered from the USPS® on individuals, families and businesses that are moving. If a match is made against the NCOA® file, we will update the information with the current address.


Overview on Variable Data Printing (VDP)

The CSU Stanislaus Print Shop has software that can produce Variable Data Printing (VDP) which can be run on various types of equipment, including the Cannon Image Press 7000VPl; a high-end, multi-function, digital printer that does Variable Data Printing (VDP).

VDP is a direct outgrowth of digital printing, which harnesses computer databases and digital print devices and highly effective software to create high-quality, full color documents, with a look and feel comparable to conventional offset printing. Variable data printing enables the mass customization of documents.

All variable data printing begins with a basic design that defines static elements and variable fields for the pieces to be printed. While the static elements appear exactly the same on each piece, the variable fields are filled in with text or images as dictated by a set of application and style rules and the information contained in the database.

For more details on the capabilities of our VDP equipment contact the Print Shop.


Overview on Print Shop Charges for Service

The Print Shop is classified as an Internal Service and as such is required to operate through an Internal Service Fund. CSU Chancellor's Executive Order 1000 states that Internal Service funds are to account for the financing of goods or services provided by a designated campus department or unit to other campus departments or units, on a cost-reimbursement basis. Internal Service Funds are established primarily to improve financial management of scarce campus resources.

Campus colleges and departments are charged for services rendered through a process called "chargeback". At the time an order is prepared a "speedchart" (see About Speedcharts below) will be entered on the work order. This speedchart designates what fund and department will be charged at the end of the month. For more information on Chart of Accounts, chartstrings, and speedcharts go to Finance Fundamentals.

University Auxiliaries will be invoiced (not chargeback) for services at the same rate as university colleges and departments.


Overview on Speedcharts

The speedchart" in PeopleSoft Finance is used to simplify data entry by eliminating key strokes. It is a "shorthand" number linked to a unique set of chartfield combinations to ensure that expenses are properly charged to the General Ledger. It is a ten character "shorthand" alpha-numeric value linked to a unique set of chartfield combinations: for general accounting must include the Fund code and Department ID; for grants must include Fund code, Department ID, and Project code.

Speedcharts are currently used at CSU Stanislaus for any department charges for the following:

  • All PCard purchases
  • All OfficeMax purchases
  • Print Shop orders (including paper purchases)
  • Mail Services (postage, UPS Bulk Mail)
  • Shredding Services
  • Facility Work Orders

Departments using any of these services will need to set up a speedchart for each expense account being utilized.
(Speedchart Request form, Speedchart Report login)


Overview on Using Off-Campus Print or Copy Services

Printing, copying, and related services are not to be purchased off-campus using the campus Procurement Card (PCard) or reimbursed through the Direct Pay reimbursement process. All copying and printing needs are to be met by the campus Print Shop. If the Print Shop is unable to meet requested custom printing specifications, the Print Shop will submit quote requests to appropriate off-campus printers which complies with the CSU Executive order 5201.0, Fair and Open Competition bid process. For more info regarding the bid process go to the CSU Policy http://www.calstate.edu/icsuam/sections/5000/5201-0.shtml


Overview on Submitting a Copy or Print Request

Requests for printing, copying, and related services are to be submitted using the on-line work order. Work orders provide the customer with tracking capabilities and a simple way to reorder if needed.  See "How To Place a Copy/Print Work Order" All requests must include an authorized account number or university speedchart (see About Speedchart above). Link to How to get speedchart


Overview on Graphic and Printed Material Design

Graphic designs for printed material are produced by the University Communications and Public Affairs Creative Services unit. They will work with you and the Print Shop throughout the design process to brainstorm ideas, create concepts and estimate costs for your project. For more information, see University Communication Creative Services


Overview on University Graphic Standards

All requests for printing, copying, and related services that fall under the University Identity and Branding Policy and the University Identity and Graphic Standards will need to be approved and signed off by University Communications. University Communication Visual Identity Standards


Overview on Compliance with Copyright Laws

The Print Shop complies with CSU Executive Order 999, Illegal Electronic File Sharing and Protection of Electronic Copyrighted Material, and CSU Stanislaus Office of Information Policy. If materials submitted for printing or copying are copyrighted, the appropriate approvals must be obtained prior to the Print Shop providing service. 


Overview on Printing Course Packets

The Print Shop will not accept orders for reproduction and sales of course packets. The Print Shop will defer these requests to the Campus Bookstore. The Bookstore contracts with a copyright service, which ensures that the University is complying with all applicable copyright and fair use laws.


Overview on Campus Letterhead and Business Cards

The Print Shop has the supplies for producing the campus letterhead, envelopes, and business cards. Orders are placed by submitting an Print Shop work order. How to submit work order, work order


Overview on Copy Program

Campus colleges and departments utilize various types of copiers and printers to conduct their daily work. Purchasing and maintaining equipment, especially high volume multi-task equipment, is expensive. The Print Shop Copy Program will provide and maintain printer/copiers for use by campus colleges and departments. The college or department is charged for this service based on usage of the equipment. The per page charges start at $0.05 per page for black and white and $0.25 per page for color. The service includes full equipment maintenance, ink/toner and staples (if used), and all common sizes of paper. The Print Shop will prepare a cost comparison between owning and participating in the Copy Program based on your usage.


Overview on Copy Centers

Coin operated copiers are located at the following locations for student, faculty, and staff use:

  • Bizzini Hall/Classroom Building room #C-134
  • Naraghi Hall of Science room #N-126
  • MSR basement, room #010
  • Science One , room # 117
  • Dorms , Computer Lab

Per page costs are: black and white @ $0.05 and color @ $0.25.


Overview on Public Services

The Print Shop can provide copy and print services for community non-profit organizations. The Print Shop will not solicit business but will respond to individual requests as time allows. The first priority is to provide service to campus entities. The charges will not be the discounted university rate. To get a quote submit a work order.