Printing Guidelines
The following guidelines will be used to determine the turn-around times for printing work orders:
1-500 total copies = 1 business day
501-1000 total copies = 2 business days
1001-5000 total copies = 3 business days
5001+ total copies = contact the Director of Mail & Printing Services
The starting point of the business day will be when the order is physically turned in to our office or we receive the order by e-mail. E-mails received after our closing time of 4:45 p.m. will begin at 8:00 a.m. the next business day. Orders sent by e-mail will receive a response back when they are complete and ready for pickup. If you don't see a reply for an extended period of time, that means we are busy working on other projects and your order is not ready.
You can send files electronically to Duplicating on the global address list or by typing in duplicating@ecok.edu. We've had some problems receiving files from off-campus servers and MAC computers. It may be necessary for these people to send their files to both full-time workers in our office at bkelley@ecok.edu and stodd@ecok.edu. We ask that you send your files this way in case one of us is away from their desk for an extended period of time.
E-mail your work orders with instructions in the text of the message and the file to be printed as an attachment. Please include all the instructions that are found on the work order slips such as number of copies, two-sided or stapled. Most files will work but we prefer pdf and Word files the best. We've had some past problems with spacing issues such as page breaks and inserting graphics so please pay special attention to those areas. Please remove blank pages at the end of your files before you e-mail them to us and consolidate multiple files that will be copied together into a single order. We ask that you number the pages, especially for tests, so that they can easily be put back in the original order if they happen to jam in the scanning area of the copiers plus it is easier to verify that the order has the correct number of pages.
We copy small printing jobs under 100 total pages brought in to our office between 8 and 10 a.m. as a while-you-wait service when possible. You may ask to wait on printing jobs throughout the day if we are not busy with other orders. If we are busy, we can give you an approximate wait time or when you should be able to return to pick up the completed orders. The first and last couple of weeks of semesters are our busiest times so please plan accordingly. One of the most important things that we require of work orders are that they be "copy ready" when sent by e-mail or brought to our office. That means we can print them directly without having to manually cut and paste, use white-out, tape pages together or adjust files due to spacing or format issues.
All of our copiers are digital and perform a variety of functions. These include 3 hole punching, folding and booklet creation. Most folding orders are for programs in the landscape format. We recommend using Publisher because it has templates that are easy to use especially with the spacing. These templates let you print out a sheet of paper with the cover and back page together followed by a second sheet with the inside pages. We can run these programs on color paper or certain types of cover stock. In the past, booklets have been very hard to assemble due to page numbering and space issues. The booklet creation feature on these digital copiers takes single pages and automatically adjusts the sizing and pages for you. We can print them on 8-1/2 x 11 up to 11 x 17 paper folded in half to make a booklet. We can also add covers on color paper or certain types of cover stock.
Problem areas include the following:
Sending work orders by e-mail and walking straight to our office expecting them to be ready
Sending work orders by e-mail between our closing and opening times (between 4:45 p.m. and 8:00 a.m. the next business day) and indicating that you need them before 9 a.m.
Sending work orders by e-mail with a time needed of less than 1 hour
Not indicating date/time order is needed on work order slips or in e-mail messages
Turning in large orders at our office and expecting to wait on them to be copied
Checking on orders sent by e-mail before you have received the reply message back that the order is ready for pickup
New Procedure:
Any work order submitted by e-mail that indicates a time needed of less than one hour must have prior approval from the Director of Mail & Printing Services before it will be printed.