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Policies and Procedures

All duplicating and related equipment in Document Services is state property and may be used only for the production of materials related to university programs, services and purposes. No private work may be done for individuals, regardless of whether or not they are members of the university community.

To avoid possible problems, users should be aware of the following policies:

  1. Definition of Users
    • Any person, office, department, college or recognized university group may use Document Services’ facilities to help carry out expected functions and purposes.
    • Other government agencies may use the services, provided:
      1. The work is official.
      2. The work done by UW Oshkosh is supplemental.
      3. The work does not interfere with the normal production of UW Oshkosh work.
      4. The full production costs are recovered.
    • Recognized non-profit organizations may use the services providing they meet the above listed requirements.
  2. Restrictions on Political Materials
    • In no case may document Services’ facilities and equipment be used to produce material in support of political candidates, parties, or groups.
    • Announcements of programs, lectures, debates, seminars, workshops, etc., which are sponsored by recognized university group and which involve candidates, political parties, or groups, may be produced, provided the message is limited to the announcement details only.
  3. Propaganda
    • In no case may Document Services’ facilities and equipment be used to further a particular issue, idea, philosophy, political doctrine, etc.
    • Announcements of programs involving the above which are sponsored by a recognized university group may be reproduced, provided the message is limited to the announcement details only.
  4. Sale of Materials by the University Bookstore, Produced in Document Services
    • Course syllabi or other documents intended for purchase by students can be handled through Document Services in this manner:
    • Class Instructor:
      1. Prepare the document.
      2. Contact the department associate so that the course material is placed on the University Textbook Order Form.
      3. Send the originals to Document Services. If copyrighted material is included in your manual, please send original to bookstore. They will obtain proper copyrights.
    • The University Bookstore:
      1. Determines the anticipated number of students you might expect in the class and instructs Document Services to run the appropriate number of copies.
      2. Assumes all costs for printing, and controls the inventory.
      3. The University Bookstore has information on the copyright laws to help you make decisions regarding the legal use of other author’s works within manuals. Please contact the University Bookstore for more information (424-2384).
    • Document Service:
      1. Produces the appropriate number of copies.
      2. Keeps a copy of your materials on an electronic file and returns originals to your department (unless it contains copyrighted material, which would then go to the University Bookstore.)
      3. Produces extra copies within 24 hours of ordering, if the bookstore sells all available copies and needs more for your students.
    • The University Department:
      1. Is liable for printing costs, etc. only in the case of class cancellation, printing error, and/or materials non-use.
      2. Revisions of your classroom materials should be handled through the department associate.
  5. Turnaround Time
    • Document Services uses the campus mail delivery system to transport your documents. Your department has been provided with locked mail bags to be used by the department when sending documents to the center for production.
    • Document Services can and does provide “next day” turnaround on most jobs (providing we have the required paper and work load allows).**
    • Orders placed using NowDocs helps to ensure a 24 hour minimum turnaround time for 1000 impressions or less.
      1. All campus distributions must be turned in to our office no later than noon the day before you want it distributed though campus mail.
      2. Please contact Document Services for urgent items that need to be completed more quickly than our normal turnaround time allows.
      3. All jobs will be sent through intra-campus mail unless you specify on the work order that you would like to pick it up.
      4. Until paper work orders are phased out, please keep the pink carbon page of your work order. It’s the only way we can track your order!
    • Bindings
      1. Comb binding (1-5 day turn-around time)**
      2. Coil binding (1-5 day turn-around time)**
      3. Tape binding (normal turn-around time)**
    • NOTE: Fall semester, beginning August 1, and Spring semester, beginning January 1, are heavy times, all larger jobs, including manuals, syllabi, course work, etc. are completed on a first come, first served basis.
    • **All turnaround time is subject to current work load. Please call ahead and check our schedule if you have something urgent to print.
  6. Scheduling Large Jobs
    • If you are planning a long-run job, it is best to contact Document Services’ personnel and inform them of the total number of copies you need, the approximate number of originals you have, and paper stock requested. This advance notice enables you to get your work into the production schedule while you are still working on your copy preparation; it also ensures that the appropriate paper will be in stock.
    • Note: Delays in project completions can occur for a variety of reasons, including: incomplete work request forms; digital files sent in without needed supporting files, such as fonts, pictures, or graphics needed; rush periods; mail delivery problems; machinery breakdowns; and/or special requests.
  7. Document Preparation and Submission
    • All print requests must be submitted via the NowDocs print ordering online system. You need to have a NowDocs account with Document Services. Contact Document Services at 424-1122 for a new account or any additional information.
    • All documents must be sent to us in ready to copy print format.
    • NowDocs (required method of submission) Video Presentation of NowDocs Features
      1. A print request can be submitted to NowDocs using one of the three methods:
        • As a file upload to be converted by NowDocs. Because not all fonts are in the Now Docs system, please make sure your font is converted correctly. ++
        • As an uploaded PDF converted on your PC
        • As a counter drop off with a hard copy or digital file (thumb drive or disk) delivered to Document Services
      2. Acceptable document formats can be found at NowDocs.
        • Microsoft Word, Microsoft Excel, Microsoft Power Point, Microsoft Publisher, Microsoft Visio, Adobe Acrobat PDF, Adobe InDesign, TIFF, GIF, JPG, PNG, Corel Word Perfect, Rich Text Format, and Zip Files
        • ++Note: After your document has converted, if you did not embed your fonts, please click on the PREVIEW to ensure that your fonts have not been changed or substituted. It is your responsibility to verify that your document and fonts are correct.
    • Electronic Files
      1. PDF’s are preferred.
      2. Electronic files are preferred for color printing and half tones (gray-scale).
      3. Please embed fonts in all files.
    • Hard Copy
      1. Send loose sheets on 8-1/2” x 11”, 8-1/2” x 14”, 11” x 17”, or 12” x 18” only!
      2. Do NOT send stapled materials.
      3. Do NOT send bound books.
      4. Do NOT send taped or glued originals.
    • Double-sided Print
      1. If you want certain pages run back-to-back and others single-sided, you must make a note of it in NowDocs order or add a Post-It note on hard copy of documents, notifying us of these exceptions. (If your originals are already back-to-back, you must note this on the Printing Work Order.)
      2. Please remember that even though you know how you want something run, we do not know unless you specify your needs. Therefore, we will run the originals the way that they come into this department, unless specific instructions are on the Printing Work Order.
      3. When submitting landscape originals you want run back-to-back, you must write on the Printing Work Order that you want it run head-to-head or head-to-toe (see Printing Terminology for definition).
      4. Please note that all originals will come out head-to-toe, on landscape originals – that is how the machine runs it.
    • Copy Quality of Duplication
      1. Originals on colored paper are difficult to scan and preproduce on our Black and White high-speed copiers.
      2. If your originals have light gray half-tones, please write HALF TONES on the top of the Printing Work Order.
    • Copyright
      1. Departments, groups, and organizations are not allowed to include the use of works that are protected by copyright law, such as cartoons, pictures, insignias, motion pictures, logos works of art, etc.
      2. Print order request consisting of documents which include unauthorized use of copyright materials will be returned to the user without having the printing order completed.
      3. For faculty and instructional staff preparing materials for classroom work, the University Bookstore has information on the copyright laws to hep you make decisions regarding the legal use of other author’s works within manuals. Please contact the University Bookstore for more information (424-2384).
      4. For more information regarding the use of copyright materials, see Questions & Answers on copyright for the Campus Community.
    • Note: The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted materials. Under certain conditions specified in the law, libraries and achieves are authorized to furnish a photocopy or reproduction is not to be used for any purpose other than private study, scholarship, or research. If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of fair use that user may be liable for copyright infringement.
  8. Finished Copies
    • NowDocs notifies user when production is complete via e-mail.
    • All finished work is sent via Postal Services unless otherwise specified when order is placed.
    • Errors found when you receive your finished copies:
      1. If you feel that your job was not properly duplicated, please return the originals, the Printing Work Order, and all of the copies to Document Services.
      2. We will then discuss the problem, decide how the job was run, and how we can rectify the situation.
  9. Charges and Authorizations
    • Document Services operates on a direct charge-back system. You need to contact your department associate to learn your specific department rules governing copying.
    • We also offer a cash service. University related materials may be copied if paid for in advance. (Check with personnel in Document Services on this procedure.)



Never assume anything. Please call us with all your questions (424-1122).



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by wielgn82 last modified Sep 09, 2013 01:44 PM
Contact Information

Document Services

650 Witzel Avenue
Oshkosh, WI 54901

Ph. (920) 424-1122
Fax (920) 424-2037