The purpose of this
policy is to establish guidelines for all University faculties and
departments with respect to the production of printed materials and
acquisition of print related services; to outline the role,
responsibilities and accountabilities of the Printing Services Department
in assisting University faculties and departments meet their immediate and
long-term needs for print services and print materials; to take advantage
of the opportunities provided by large volume procurements; and, to
leverage internal expertise to achieve the best possible value and quality
for the University. Ultimately,
all of the University’s printing needs will be addressed by Printing
Services directly or as Printing Services acting as a project manager
utilizing external resources.
Printing is a key
activity that is used in all facets of the University including
administration, instruction, marketing and recruitment of employees and
students. The responsibility
for determining the best production method for print materials is assigned
to the Printing Services Department as the subject matter expert in this
field. In collaboration with
each faculty and department print projects will be analyzed and a decision
made on whether to procure the service externally or to produce
internally. At all times attention will be paid to delivering the best
overall value to the University.
The production of
printed materials and print related services, regardless of the value of
the print related services, from
all sources of University revenue including but not limited to general
operating funds, research funds, capital funds and other monies held in
trust for special purposes, shall be the responsibility of Printing
production of print is recognized by the University as being fundamental
to its efficient operation and is recognized as a one of the
University’s major financial investments.
Printing is one of
the key forms of communicating a message to an audience.
The decision to produce a document is usually the result of a
process that includes identifying the correct communication tool, choosing
the appropriate message and conveying that message appropriately to the
desired audience. Printing
Services can provide assistance in determining the appropriate print
Printing Services has
been assigned authority to provide print management for the University,
which would include procedural advice, design advice and resources,
sourcing resources and production resources. This has been assigned to
Printing Services as they possess the technical and/or specialized
knowledge required for these services to be delivered effectively.
with the existing Purchasing (Policy
40.01) and Tendering (Policy
40.05) policies for all external purchases.
collaboration with the requester, evaluate each request for print or
print related service to determine the most appropriate production
method for each component of the project.
Where it is deemed inappropriate for internal production based
on the requirement for cost, quality, purpose and turnaround, Printing
Services, in collaboration with Supply Management Services, will act
as the project manager for the tendering and/or procurement process
for the appropriate service and product requirements from external
print or print related services that Printing Services and the
requester determine is more appropriately produced externally,
Printing Services will act as the requisitioning department to receive
goods and services through the Banner System that were generated by
way of a purchase order.
externally produced printing, Printing may apply a charge for actual
administration costs incurred to a maximum of $250 or 3%, whichever is
Members of the
University Community will:
requests for Printing Services be approved by an individual with
authority for the respective FOAPAL prior to the completion of any
print request. Printing
Services will complete any required Purchase Requisitions through
Management Services will advise the requester that such purchase
requests must be directed to Printing Services.
proper authorization from their Manager, Dean or Director prior to
using their PCard for the procurement of print or print related
Vice-Presidents, Associate Vice-Presidents, Deans, Directors and Managers
the leadership necessary to promote, establish and maintain the cost
effective procurement of print and print related services.
positive role models. Set a good example by following the guidelines
and conditions set forth in this policy.
well informed about this policy and the related procedures.