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Printing Services Policies and Procedures

Printing Services provides in-house printing and copying services to the University community.

In order to ensure the best pricing for the University and to maintain quality, Printing Services has first rights to refusal. All printing for the University must be routed through Printing Services. In the event that Printing Services cannot produce the material needed, we will be the liaison between the University community and outside vendors. We will use our relationships built over many years to secure the best quality and pricing for your work.

Printing Services will work with the campus community to ensure all materials meet University Branding and Quality Standards. In the event a document is received by Printing services that does not meet those standards, we will collaborate with Marketing and Communications to produce the material. PDF in the size you wish printed are preferred.

Printing Services is not responsible for misprints, orders are printed as they are submitted. 


Printing Services cannot duplicate any copyrighted materials without proper written permission from the copyright holder. To obtain this authorization, contact the copyright holder with an explanation of the purpose and intent for the reproduction. As a rule normally, for learning/research purposes copyright holders allow materials to be copied. Please have the appropriate paperwork before submitting to Printing Services with the printing request. See the University System of Georgia web page for more information regarding copyright and fair use. USG Copyright and Fair Use Policy

Copy Machines

All institutional copy machines are administered by Printing Services. Printing Services supports a fleet of copiers throughout the University. Pricing is set at $0.03 and $0.04 depending upon whether the department supplies paper or not. All maintenance and toner is included in that price.

Procurement or upgrading any copier or MFD, black & white or color, must be coordinated and approved by Information and Technology Services, (ITS) and Printing Services.

Orders using university funds (Department ID) must be submitted via ServiceNow.  Orders using foundation or personal funds must be email to to obtain an invoice. 

Bulk Mailings

Printing Services  is able to assist you with the printing and distribution for bulk mailings.  To obtain a quote, please submit a request in the ServiceNow portal. When submitting your request, please provide the print ready artwork and mailing list for review.

5 Weeks Prior to event/ due date: Submit artwork and mailing list for quote.  

Please allow three weeks after approval for production, postage and delivery to post office for mailings. 

University Standards

All official letterhead, envelopes,  business cards and name badges must be ordered through Printing Services via ServiceNow. Clayton State letterhead is specially manufactured with a watermarked University Seal impregnated within it.  All official documents should use this letterhead for communication purposes.  University employees may not order business cards from off campus vendors and use them to represent themselves and the University.

Faculty and staff may order stationery, envelopes, business cards and name badges using ServiceNow. All stationery is customized with the department’s name. The two-color stationery, envelopes, and business cards are printed in PMS 165 official orange and PMS 288 official blue. 

Name Badges

Orders for official Clayton State University name badges are placed with Printing Services via ServiceNow. Name badges for employees of the University are gold finished with black lettering and magnetic backing. Student name badges are in silver with black lettering. Three lines are the maximum lettering permitted. Ordering instructions are located on the Printing Services web site ServiceNow .

Production Quotes

Quotes are given on request. Project quotes may be requested and are encouraged for departmental budgeting. In the event an external written quote is obtained, at a lower cost, Printing Services has right of first refusal. If Printing Services cannot match or reduce quote then approval will be granted for outsourcing.

Pickups and Deliveries

Business cards and Pickup orders maybe picked up in Faculty Hall room 126 Monday - Friday between the hours of 9:00 am and 4:00pm.  Deliveries to departments will be Monday – Thursday at 10:00 am and 2:00 pm, and Friday at 10:00 am. Most buildings have a drop off and pickup location. Check with departmental office to find building location or email/call Printing Services for this information. All orders are delivered in protective wrap for security purposes. Requested turn around time for all orders is 48 hours. Shorter turn around time is dependent upon production schedule. Every effort will be made accommodate the work request.

Monthly Billing

Each department is billed monthly via Journal Entry. Charges to your department can be accessed via My Print Account  section of ServiceNow.  The Budget Manager and those elected by them to manage the budget can sing-in to ServiceNow to see the entire departments monthly invoices. If you need assistance with pulling up this information, please feel free to contact us at

Outsourcing Vendors

In order to make sure that outsourced projects meet University branding and quality control standards, all reproduction materials in the form of printing or reprographics must go through the Marketing & Communications Department.