PPM Section 310-20

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Policy and Procedure Manual

Chapter 310, Communications and Technology
Section 20, Printing and Duplicating
Approved: 10/17/05
Supersedes: 5/8/95

Responsible Department: Repro Graphics
Source Document: N/A

I. Purpose

This section outlines the policy for all UC Davis units, to ensure that printing and duplicating is accomplished at the lowest cost consistent with the quality, standards, and production schedule required. Refer to UCDHS Hospital Policies & Procedures Manual Section 1316 for additional information regarding services of the UCDHS Copy Center and use of satellite copying equipment.

II. Policy

A. University funds may be used for printing, copying, and duplicating of materials required for conducting official University business only.

B. Departments may choose either to work directly with Repro Graphics/Quick Copy or to purchase off-campus services through a departmental purchase order or a purchase requisition. (See Sections 350-21 and 350-25.)

C. Repro Graphics/Quick Copy may contract with commercial vendors when necessary to meet a deadline or save money.

D. Departments wishing to send specialized printing, copying, or binding work to any other UC Campus must route the request through UCD Repro Graphics/Quick Copy.

E. Repro Graphics/Quick Copy services generally offer a volume cost savings over departmental copying equipment and should be used in preference to departmental equipment whenever possible.

F. Some publications must be reviewed and approved by University Communications before the material is printed or distributed. (See Section 310-35.)

G. Departments shall assure that the reproduction of copyrighted material is in compliance with the requirements of Federal law and University policy (See Sections 250-01 and 250-03). Departments may contact the Technology Transfer Center at copyright@ucdavis.edu for clarification of requirements, or Repro Graphics/Quick Copy for assistance in the procurement of copyright permissions. Failure to obtain copyright permissions could result in a court-imposed infringement fine.

III. Procedures

Responsibility	Action
Department	1. Completes and authorizes appropriate work request form depending on nature of project and type of duplication or printing desired. 2. Submits certification that copyright owner's permission has been obtained or that proposed use is judged to be covered by the fair use doctrine if copyrighted material is to be duplicated (see Section 250-03). If the materials are to be resold at the UC Davis Bookstore, Repro Graphics/Quick Copy can assist with this process (see Section 210-80).
Repro Graphics	3. Provides cost estimates upon request. 4. Notifies originator when proofs are ready for approval.
Department	5. Proofreads copy and authorizes Repro Graphics/Quick Copy to print final job. After job has been approved for printing, the department is responsible for accuracy and correctness of copy.
Repro Graphics	6. Returns completed projects as directed by department. 7. Recharges department monthly for services.

IV. Further Information

A. Forms and information are available on the Repro Graphics/Quick Copy Web site at http://reprographics.ucdavis.edu or by request at 752-0867.

B. For additional information on copyright issues, email copyright@ucdavis.edu, or subscribe to the copyright-info listserv (http://research.ucdavis.edu/home.cfm?id=OVC,0,1305).

V. References and Related Policies

A. UC Copyright Web site, http://www.universityofcalifornia.edu/copyright.

B. UCD Copyright Web site, http://research.ucdavis.edu/copyright.

C. UC Davis Policy and Procedure Manual:

1. Section 210-80, Sales of Instructional Materials.

2. Section 250-01, Copyright.

3. Section 250-03, Use of Copyrighted Materials.

4. Section 310-35, Publications.

5. Section 350-21, Departmental Purchase Delegations.

6. Section 350-25, Procurement through the Purchasing Department.