3523 - Copying, Printing and Publications - Procedure

As part of Managed Print Services, convenience copiers will be strategically located at County Schools’ sites, except for classrooms locations on school sites, to provide staff with options for improved productivity and workflow.

Individual departments shall not purchase convenience copiers without the approval of the Program Manager, Purchasing/Contracts.

The organization shall optimize its convenience copier fleet with the use of multi-functioning devices for copying, printing, scanning and faxing. All copiers will be networked. Copiers will be serviced and maintained by the organization’s Managed Print Services vendor. Convenience copier “Key Operators,” as identified by departments, will be responsible for ordering copier paper and staples through the Print Shop Web page on eNet, and for requesting service calls. Convenience copier per copy charges include: lease and maintenance fees; toner, paper and staple costs; and meter rate charges as approved by Cabinet. Per copy charges are reviewed and subject to change periodically

Convenience copiers are designed to handle smaller volume print jobs. Larger volume jobs (jobs over 250 impressions) and more complex print jobs, such as jobs printed on multiple colors of paper, and jobs requiring tabs and bindery services, should be directed to the Print Shop.

Scan and fax capability will be incorporated into multi-function printers and copiers. Scanners and fax machines shall not be purchased by individuals or departments without the approval of the Program Manager, Purchasing/Contracts.

Print Shop users shall submit an online Print Services Request for each job. Online Print Services is accessible at http://printshop.sbcss.k12.ca.us. Print jobs up to $500 do not require a manager’s approval. The SBCSS Online Print Services system default is set to require a manager’s approval for jobs over $500. Approvers may adjust the approval limit up or down for their group. An Approver Authorization Information Form is available on the Print Shop web page on eNet.

Print Shop staff shall determine the priority for each job based on client specifications and Print Shop demand. Normal turnaround for jobs up to 2,500 impressions: in print shop by 9:30 a.m., out at 1:30 p.m.; in by 1:30 p.m., out at 4:30 p.m.; in by 3:30 p.m., out at 9:30 a.m. next day. Color copying and Offset Press Services turnaround time is up to 10 working days. Rush work usually means next job processing. Exceptions apply based on other rush work, quantity, volume of rushes from same department and requirements beyond basic print services. Rush work requiring unauthorized overtime will not be accepted. Copyrighted material cannot be reproduced without written permission of the owner.

Occasionally, printing services are requested that the SBCSS Print Shop is unable to accommodate due to equipment, job specifications or timelines. In these instances, approval for outside printing is determined on a case-by-case basis. The department head for Communications must approve in advance all printing sent to outside vendors. SELPA regions in the Desert/Mountain, East Valley and West End may use outside vendors with approval of the SELPA Administrator only.

Requests for approval of outside printing by purchase order requisition shall be in writing or e-mail and must include:

1. Rationale for use of outside printing.
2. A description of the type and quantity of printing to be done.
3. The estimated cost.
4. The intended 26-digit accounting code to be used.
5. The purchase order requisition number (if the department initiates the purchase order requisition).

Use of the Cal-Card for outside printing is not authorized without the approval of Purchasing/Contracts.

The cost of each Print Shop service varies and is compiled in a price list that is reviewed and updated periodically. Specific job estimates are available once a job is submitted using the online Print Services Request.

The San Bernardino County Superintendent of Schools Style Guide includes office standards on the proper usage of the County Superintendent’s logo and letterhead. The Style Guide also provides employees guidance on:

• Correspondence guidelines;
• Punctuation, grammar and proofreading;
• Publication design and standards;
• Proper use of the SBCSS logo;
• Business card standards;
• Website development and content guidelines; and
• Social media content development and use guidelines.

The Style Guide can be downloaded here.

Approved: August 24, 1993
Revised: March 5, 2002
Revised: April 17, 2012
Revised: July 19, 2012