Printing and Copying Services 5501

Description: The purpose of this policy is to establish guidelines for the use of the Longwood Printing and Copying Services Center.

Owner: Printing Services

Process & Procedures

Copy Center Procedures

Orders may be submitted electronically or by email ( for files up to 20MB.  Large files (up to 100MB) should be submitted electronically.

Electronic orders submitted before 9:30 a.m. will be produced and delivered back to the requesting departmental administrative assistant the same day. Staff members are available to pick up your project, process, and return it, depending on complexity and quantity. Immediate needs and walk-in business will be handled on an as-you-wait basis depending upon volume and overall production schedule.

Printing Procedures

Complete the Print Request Form online, in the Printing Center, or by phone (ext. 2645). Requisition forms may be submitted in person, electronically, or through the campus mail. For blank requisitions, phone or e-mail and appropriate information will be forwarded via campus mail. 

Paper Selection and Purchase 

On projects other than stationery, Printing Services will advise on paper selection appropriate for the project and will purchase the paper for you per specifications.

Creative Services

Creative Services include typesetting, design and editorial assistance to faculty, staff, and students upon request. Projects requiring creative work will receive a cost estimate for these services.

Monthly Billing

The last working day of the month, all completed work orders are combined into an excel spreadsheet file which is electronically uploaded via the Department of Accounting and Financial Reporting. This process may involve a 4-5 day period because of pending schedules and workload. All non-agency (i.e. student organizations, grant, foundation) charges are deemed third-party invoicing and directly invoiced. We also accept cash, check, and LancerCASH as payment methods.


Complex projects require a pre-press consultation with the production coordinator to determine the best design, paper, ink, size, and other variables to attain desired results.

Proofing and Approval Process

Proofreading is the responsibility of the client requesting the project. After reviewing proof(s), a signature is required as final approval on the "Approval to Print" line of the printing requisition.

Projects requiring multiple ink colors or targeted to off-campus constituencies must be approved by the Associate Vice President for Marketing & Communications directly or via the Office of Printing Services. Release must be obtained from the Director of Printing Services before print jobs can be produced off-campus using external resources.

Production Time

Printed materials such as letterhead, envelopes, brochures, etc., are produced on a press and require more production time than the copy process. Factors that influence production include: ink drying time, quantity, and bindery requirements (folding, collating, stapling, etc.).


Projects will be delivered or picked-up when complete. Arrangements can be made when placing the order.