Overview

It is always advisable to include us in the planning process of your project. We can help with scheduling, design, mail requirements, materials and cost estimates. Some projects are relatively simple and require only a few days to complete, while other projects are more complex and take several weeks to complete.

When you have your copy, schedule and all preliminary information ready, you will need to submit a Purchase Requisition Form (XLS) with all approvals indicating the internal account codes to be charged.

We develop specifications, secure bids and coordinate the project with the Purchasing Office and the vendor. We ensure that you receive on-time delivery and quality results; and resolve billing issues before approving vendor invoices for payment.

 

Copy-Submission Process

Compose your material in Microsoft Word (preferred), InDesign or Excel, convert to PDF, and submit electronically (if possible) with a hard copy along with proper paperwork. No work will be done until you have submitted a Copy Request Form (PDF) or Purchase Requisition Form (XLS). Allow 2 hours at a minimum and much longer for color jobs. Remember there may be other jobs ahead of yours, machines can be down, staff can be on break or away from their desk, etc., and all these will affect production time. Please fill out paperwork completely. Make certain that your work adheres to University copyright guidelines. Please e-mail copy requests to copyservices@lander.edu, NOT to individual staff members.

 

What is the Copy Request form?

  • Your job instructions
  • Data for reporting purposes
  • Verification of information that auditors require from us

Please fill it out completely. We need all the information, or we would not request it. Do not write in the upper right-hand corner, please. The person receiving the job is to sign at the bottom when job is completed.

 

Instructions for Complex Projects

These guidelines apply to more complex projects such as letterheads, envelopes, business cards, invitations, brochures, booklets, programs, posters, etc.

We will need a Copy Request Form (PDF) or Purchase Requisition Form (XLS) before any work will be performed. It is best to come by the print shop to discuss your needs and we can explore the various options together. This will include paper weights and colors, quantities, pricing, deadlines, images, logos, etc. If this is a repeat job, we request that you submit a sample so that we can be sure of matching paper, ink color and current information. If it is a new job, you may need input from University Relations to ensure that the project reflects Lander's image and mission properly.

We can only accept Word, InDesign, and Excel files (NO Publisher) and all will have to be converted to PDFs before submitting.

Any logos used must not be changed in shape, color or proportions. We can provide official Lander logos as needed; please ask. Images used should be high-resolution JPEG images intended for print production and scaled to final size; web images are usually not suitable.

All RGB images should be converted to CMYK and all color images to be reproduced in B&W should be converted to grayscale before submission.

ALL jobs will require you to OK a 'proof.' What is a proof? When we create a project for you or alter an existing one, the work must be checked and approved by you. We will send you an e-mail or a hard-copy sample of the work for you to examine and OK. This is called a proof. Errors can occur not only on your part, but also ours, and can also occur as systemic problems arising from composing a project on one machine, then sending it to another or several, when translation issues can arise. In truth, many errors are simply easier to spot on a hard copy. Please note, too, that it is very difficult to proof your own work; it can be more effective to have someone else look at it. A proof can prevent most errors that result in wasted time, money and effort.

We must establish deadlines as well; this assures that the project stays on track and can be delivered to you on time. The dates are not arbitrary but reflect production realities in terms of competing projects, possible machinery breakdowns, staff down-time and sick leave, etc; yours is NOT the only project that we are working on at any given time and it must be moved along in a timely fashion.

 

Letterheads, Envelopes, Business Cards

The paper used, ink colors and formats are fixed and non-negotiable; you may only input variable information such as name, address, phone, email, etc. This info should be submitted to copyservices@lander.edu in Word along with a purchasing requisition and sample if possible. Pricing is established by annual bid from an outside vendor; please call for current pricing. You will be given a proof on all new jobs and alterations on repeat jobs; you will need to OK that proof before the job is submitted to the vendor.

 

Postcards

The info should be submitted to copyservices@lander.edu in Word along with a purchasing requisition and sample if possible. The post office has many specific requirements regarding paper weight, size, format that have to be adhered to. Minimum size is 3.5 x 5 x .007” thick and the maximum is 4.5 x 6 x .016” thick to mail at a post card rate. If it does not meet these dimensions, letter-sized postage is charged. Lander utilizes a mail service to handle our daily mail thereby saving us money. They handle our bulk mailing as well which saves still more money if the mailing is not too time-sensitive. Please account for holidays and busy periods when planning your mailings.

 

Posters

Info should be submitted to copyservices@lander.edu in Word along with a purchasing requisition. The maximum poster size we can produce is 12 x 18”; larger sizes are outsourced. Posters should be typeset/designed their intended size so that no resizing is needed. Bleeds will require the use of over-sized paper which is then cut to the final size. You will be required to OK a proof before production can be initiated.

 

Brochures and Flyers

The info should be submitted to copyservices@lander.edu in Word along with a purchasing requisition and sample if possible. These types of jobs require a much longer lead time if we are to design them from scratch. Of course, that may not apply to exact repeats and those repeats needing only minor changes. Your information may need to be vetted by University Relations, as well, so please allow time for that. Please come by the print shop to discuss appropriate papers and layouts. Our current equipment is unable to handle glossy papers so that is not an option unless we outsource the job. Please plan your project so that solids do not fall on fold lines as the toner will crack when folded and be unsightly. Also, please do not use heavy solids at the margins as this will cause jams in the copiers. Bleeds will require the use of over-sized paper which is then cut to the final size.

 

Booklets

The info should be submitted to copyservices@lander.edu in Word along with a purchasing requisition and sample if possible. These types of jobs require a much longer lead time if we are to design them from scratch. Of course, that may not apply to exact repeats and those repeats needing only minor changes. Your information may need to be vetted by University Relations, as well, so please allow time for that. Please come by the print shop to discuss appropriate papers and layouts.