The Duplicating Center

The Duplicating Center is a division of the Department of Purchasing & Central Services.  The Center is located in Welles Building, Room 13 (basement).  The facility is utilized and maintained for processing high speed copying, document printing, and poster printing for administrative, academic, faculty, staff, and student needs.

HOW TO SUBMIT Service Requests

Format

Duplicating jobs may be submitted to the Center in electronic or hard copy format. Electronic files may be sent via e-mail on the Geneseo network. Contact the Duplicating Center staff at 245-5636 for more information about how to submit your jobs electronically.

Duplicating Center Requisition Required

Regardless of whether the job is submitted in hard copy or electronic form, all jobs must be accompanied by a Duplicating Center Requisition. Requisitions are available in hard copy (in the Duplicating Center) or electronic format.  This form must be signed by the appropriate chairperson, administrative officer, or corresponding secretary before any services may be validated for processing and completion.  An incomplete or unclear request will be returned to the customer for clarification to avoid unnecessary printing.

Prior to submitting the requisition, the requestor may initiate the process by consulting with the Duplicating Center about service costs and turn-around times.

Condition of Original Copies

Original copies for duplicating must be of good quality and always accompany the original request.  It is important to remember that a copy made from another copy will lose some degree of clarity and overall quality and is, therefore, more difficult to reproduce.  

Materials submitted that are too light or have other reasons which prevent immediate duplication will be returned to the original department.  An explanation of the reason(s) why the materials are unacceptable will be provided by the supervisor of the Duplicating Center.

If materials are copied from a book or magazine which cannot be taken apart, they must be of the best quality possible.

Timeliness of Requests

Although the Duplicating Center prides itself on a quick turn-around time, departments requesting course manuals and syllabi are advised to submit such requests at least 30 days prior to the desired date of completion.  This will enable the Duplicating Center to focus on those types of requests and ensure timely completion of the final product.  During the months of January, April, and August the excessive workload within the duplicating facility may affect the timely return of completed projects.  Therefore, to the extent possible, departments should plan duplicating requests around those peak times.

Turn-Around Times

The turn-around times for most requests for high-speed copying and printing is two (2) days.  It is important to remember that all work is completed in accordance with the desired due date.  If time permits, submitted work may be completed earlier than the desired due date.  Requests that are deemed to be emergencies will be given priority.

Service Charges

All service requests will be recharged to the department or administrative office that has made the original request.  Such recharges must be understood to be an integral part of a department's budget.  Overcharges to a department will be borne by the regular supply and expense allocation of the department.

Confidential Materials

Confidential materials, such as tests, quizzes or exams, should be identified as confidential materials.  Confidential materials should be submitted to the Duplicating Center by the academic department secretary only and retrieved in the same manner to ensure confidentiality.  Notification from the department secretary shall be necessary for those departments that send work-study students to retrieve confidential materials.  Such materials will not be released otherwise.

Jobs Requiring Layout or Design Services

Jobs that require layout or design services must be reviewed and scheduled into daily routine work schedules.  A two week lead time is required for this type of request unless other arrangements can be scheduled.  For these jobs, proofreading and all necessary approvals are the responsibility of the department.

Unacceptable Materials

Books that are bound specially or have a three-hole punch are unacceptable materials and cannot be duplicated.  Other unacceptable materials include those that have loose paste-up on single sheets and odd sided sheets.

Production and Sale of Instructional Materials through the College Bookstore

Procedures for copying and subsequent sale of instructional materials through the College Bookstore are as follows:

1. Form U (available from the Office of the Provost) is prepared by the department that requests material to be produced.  The form is then submitted to the Associate Provost for review.  The purpose of this procedure is to ensure that a copyright release has been obtained from the authorized agent or publishers.
2. Once approved, Form U and the text material that will be reproduced are submitted to the Duplicating Center
3. Upon completion of reproduction, the materials are retrieved by the College Bookstore and made available for resale.
4. Unsold materials are returned to the original department which made the request and charges are made to that department's duplicating budget.

Other Duplicating Services

Personal copying for faculty, staff, and students is presently available at the Duplicating Center.  For each case, payment must be rendered upon completion of the final product.  For personal copying done on the high-speed duplicating equipment, it is necessary to notify the Duplicating Center 24 hours prior to copying (for larger jobs, the turn-around time must be scheduled with the supervisor of the Duplicating Center).  Layout and design services are not available for personal copying at the Duplicating Center.  All material submitted must be camera-ready only.

Emergencies

Requests that are deemed emergencies will be given special attention.  The original requisition and all materials for emergency situationis must be submitted to the Duplicating Center for approval.  Departments should try to keep emergency requests to a minimum.