UCM Print and Copy Center

 

Step 1 Design & Job Initiation

Determine if your project is going to require UCM branded logos, design work or file creation. 

• If you are beginning a new project and it is UCM branded, a Job Request must be submitted through the Office of Integrated Marketing and Communications.
• If the project is a standard item such as letterhead, envelopes, business cards, or engraving, skip ahead to Step 3.
• If the project is not UCM branded (does not use UCM logos, etc.), proceed with Step 2.

What qualifies as a UCM branded product? 

• Any product that uses university logos and carries the University name, logos, colleges, departments, or organizations that is intended for internal or external use to represent the University of Central Missouri.
• Most pre-approved products including letterhead, envelopes, business cards and name badges do not require additional approval from Integrated Marketing and Communications as outlined in the Brand Guidelines Manual.

 

 Step 2 Quoting 

To obtain a quote, the process can be initiated by emailing print@ucmo.edu. 

The Print & Copy Center does not require your department to get a quote but can provide the preliminary pricing if desired.

The following information is required to start a quote:

1. Department the project is for and name of the project
2. Due date
3. Quantity
4. Project specifications (paper type, size, will the project use bleeds, will the project require special binding, will the project require special packaging, will the project be mailing or using variable data, or any other specifics that will help determine an accurate cost).

We will then assign a job number to your project and provide an estimate for your approval. Pricing is good for 30 days from the date the quote is issued unless specified otherwise in your quote.

 

Step 3 Initiating the Order

Engraved Name Badges and Desk/Door Plates:

From the Print & Copy Center web page. Click the Engraving Order Form button and fill out the online order form. Upon completion, email the form to us at print@ucmo.edu.

Engraving Order Form 

All Other Items:

From the Print & Copy Center web page. Click the UCM Print and Copy Center Job Request button and fill out the online order form. Upon completion click submit and the form will be emailed to the Print & Copy Center.

UCM Print and Copy Center Job Request

Information Required to Place Your Order:

1. Original job number as assigned during quote (if quoted).
2. Requested in hand date.
3. Requestor name and department.
4. Final production quantity.
5. FOAPAL (budget number) including the chart you wish to bill to (Chart C or Chart F).
6. Job file in PDF format (unless otherwise specified by Print & Copy Center).
7. Job delivery location (name and office location or mail room)
8. If the job is mailing, the final mailing list in csv format must be submitted with the order to begin the processing of your project. Orders that require a mailing list will not be processed until the final mailing list is provided.
9. Any other pertinent information to complete your project.

 

Once submitted, allow 1-3 business days for processing of your order. A PDF proof will be provided via email. Emailed written approval of the PDF proof is required to proceed to the production stage.

Lead times vary by project specifications, materials, and quantities. For more exact lead times on your specific project, please contact the Print & Copy Center staff at print@ucmo.edu or x4484 for current lead time requirements. 

• All lead times are in business days.
• Lead time begins from receipt of written proof approval from customer to Print & Copy Center.
• The UCM Print & Copy Center reserves the right to adjust lead times as needed to accommodate staffing, material availability, and production limitations.
• Plan your projects accordingly as not allowing lead time for your items to be produced does not allow an exception to outsource production from another vendor.
• Many standard products have a baseline lead time of 10 business days. Specialty products, items that mail, use variable data or require special finishing will require additional production time. For more accurate lead time expectations, please contact the Print & Copy Center.

Rush Lead Times and Early Deliveries

Rush orders are available but require UCM Print & Copy Center approval and are subject to a minimum of $50 rush fee (will vary based on project type) on top of the project cost. If a proof is not approved in time to allow the standard lead time before the requested in hand date, a rush fee may be charged in order to keep the delivery date. 

If a project is completed early due to scheduling availability (less business days than the standard posted lead time) and a rush was not requested, it may deliver early without being charged with a rush fee.

The option to rush a job is not guaranteed. Please inquire for availability.

Variable Data

The Print & Copy Center offers variable data placement for addresses, personal greetings and information, numbers, etc. This information is directly printed onto the product and in mailing projects, can open opportunity for increased savings in postage and shipping. Consult with the Print & Copy Center for options and design suggestions.

All variable data (mailing lists, etc.) to be submitted at the time of order. Orders cannot be fully processed without this information. For best information placement, please submit with the following columns in .CSV format.

Example for a typical mailing project:

 

The variable data points of your project should match the column headings that correspond for use in that location. (Example <Address 1> would be entered in the address for the house number and street).

Billing

Orders are billed through Banner once complete and delivered. Orders cannot be billed early or ahead of delivery. No other alternative payment methods are accepted.

Delivery to Offices

Orders are delivered through the Distribution Services Center. The DSC offers daily delivery to campus offices for items under 50 lbs.

Delivery for to Mail Room

Orders that have been requested to mail will be coordinated with the Distribution Services Center mailing division. Any remaining pieces that are ordered without     addresses, will be delivered to your office location.

The UCM Print & Copy Center is the sole provider for all branded print materials to and will determine if products can be produced in house or through an approved print vendor. The Print & Copy Center team works hand in hand with Integrated Marketing and Communications to maintain branding guidelines.

If it is determined the Print & Copy Center cannot provide the requested material, a written waiver will be issued by the Distribution & Print Operations Manager or Print Production Coordinator that must accompany all internal paperwork that accompanies the payment process through Accounts Payable. Payment requests for print materials submitted to Accounts Payable that do not include the written waiver from the Print & Copy Center may be rejected.

• Can I print my materials wherever I want?
  • No. All UCM branded printed materials must be produced through the UCM Print & Copy Center and in most cases, approved by Integrated Marketing and Communications.

• What qualifies as a UCM branded product? 
  • Any product that uses university logos and carries the University name, logos, colleges, departments, or organizations that is intended for internal or external use to represent the University of Central Missouri.
  • Most pre-approved products including letterhead, envelopes, business cards and name badges do not require additional approval from Integrated Marketing and Communications as outlined in the Brand Guidelines Manual.

• Can I just print my files on my own printer?
  • Depending on the specifications of your project, even small printing projects may be a lower cost to produce in the Print & Copy Center when factoring paper ordering, labor, etc. We stock several specialty papers and have equipment available to facilitate any quantity and special size projects. Inquire for more information.

• Can I re-order a project or add additional quantities if a project has already been produced?
  • Yes, we are able to produce a project if you are making a request for an exact reprint of an order if changes are not being made. Information needed is the previous job number, the date you need the new items in hand, the budget number you wish to charge the product to, and a new quantity. Just follow the cues of our online order form or inquire with any questions.
  • Keep in mind, if you are adding quantities at the time of order, it is typically a lower cost to print extra pieces with the initial production run than it is to add additional quantities later. An example of this may be that it is only a few dollars more to add 100 pieces of a brochure vs. additional cost and set up time to add an additional or for 100 pieces at a later date.

• Can I pick up my order from the Print & Copy Center?
  • While we coordinate all deliveries through Distribution Services, occasionally a customer will want to pick up their project directly from us. We ask that if this is desired, please contact us ahead of time to ensure your project is ready and that staff will be able to assist with the checkout process as we may have equipment running that must be attended to.

• Can I submit multiple orders on one order request?
  • It is recommended that an order is submitted individually as this helps with bookkeeping and job routing. 
  • Example 1: A department is ordering a name badge for 4 employees. Four separate engraving order forms shall be submitted (1 for each employee). All 4 forms can be submitted via email in the same email message.
  • Example 2: A department is ordering 6 brochures to highlight its 6 programs. The quantities and paper specifications are all the same but each program will receive a different file. 6 separate orders must be submitted via the online ordering form.

• The engraving order form suggests only using 25 characters (including spaces) for each line of my name badge, but my title or department has more characters.
  • We ask that you limit the title/department line of your name badge as the 25 characters (including spaces) are the maximum fit for keeping the name badges consistent. Altering this length may result in a difficult to read line of the name badge and increased production time.

• Can I choose the delivery date I wish to have an item completed and request when the Print & Copy Center will need the file to achieve to the requested completion date?
  • We can provide scheduling guidance to best suit your timeline and keep costs as low as possible. We will provide a deadline to have approved files finalized. (Note: The date will be for the final received date for emailed written approval on the proof we provide to achieve your requested completion date, not the date you first submit files. All digital and hard copy proofs must be approved at this time).

• How will I receive my proofs?
  • We provide PDF proofs for most items. These are emailed to the employee ordering the product.
  • Hard copy proofs are not provided unless specifically requested for a project. Please note that hard copy proofs will add a minimum of 5 days to all lead times and the additional cost will be billed with the final billing for the project.

• Can billing be split between multiple budget numbers?
  • No. The Print & Copy Center can only bill to one budget number per job. If a split cost is needed, the recommended process is to use an Interdepartmental Transfer (IDT) form found on the Accounts Payable website.

• Does the Print & Copy Center produce jobs for customers outside of UCM?
  • We’re sorry as we cannot offer services or production for students, organizations, individuals, or businesses. All transactions must be billed through university budgets.

• Where is the Print & Copy Center located?
  • We are at 415 East Clark St., Warrensburg, MO, 64093. We are in the General Services Building at the Southeast Complex. Customer parking is on the east side of the building next to the Procurement office.