Frequently Asked Questions

Who decides where the piece goes to print?
This is something that is decided on a case-by-case basis (by designer and/or client). When at all possible, it’s important to send jobs to Printing Services. By keeping jobs on campus, we are putting money and resources into the university and, in most cases, it’s more efficient to keep jobs on campus. This decision depends on the quantity and level of piece.

Quantity: When quantities get to be in the higher range (determined per piece because of setup reasons), Publications provides the free service of sending a request for pricing (RFP) to both Printing Services and external vendors for comparison to best economize for departmental budgets.
Level of piece: Some pieces (especially for Admissions, Chancellor, and Development) require a certain level of printing expectations for high-end pieces that intend to increase enrollment, retention, and fundraising. In most cases, these jobs will be sent externally (e.g., Honor Roll for Development, Admissions recruitment postcards)

How long does it take for a typical project to be completed and delivered?

Once all materials are received from your office (from that date):
• 2-week turnaround for a design proof (3 weeks if it is a NEW marketing piece)
• 1 week factored in for client proofing

Delivery from on-campus printing
• Offset press (black, 1- or 2-color jobs): 5-7 business days
• Copy machine (b/w or color): 3-5 business days

Delivery from off-campus printing
• 7-10 business days
• We do our best to meet your needs, but anything outside of these timelines does not have a guaranteed completion date.

Who gets assigned to the “to print” and “delivery” milestones?
This is something that is decided on a case-by-case basis, as well, and is dependent on whether or not the project is printed in Printing Services or by an external vendor, as well as if there is a mailing portion to the print piece.

TO PRINT assigned to:
Printing Services when it is being printed in Printing Services
Publications designer when it is being sent to an off-campus print vendor
DELIVERY assigned to:
Printing Services when it is being sent directly to the client when complete
Shipping/Receiving when it is being delivered by an external print vendor
MAILROP assigned to (if needed):
Shipping/Receiving when all or a portion is being mailed

How are we sure the project has been completed and delivered?
1) On BASECAMP, if the delivery milestone has been checked off by either Printing Services or Shipping/Receiving.
2) Publications usually requests to receive samples from Printing Services or the external print vendor.

How does Printing Services know which milestones to check off for which jobs?
It’s important the TO PRINT milestones match what is on the Print Request form that is sent to Printing Services, so the staff knows exactly what it is looking for in the system.

How does the marketing specialist know pricing has been taken care of for a print piece?
When a marketing specialist is involved in a project, Publications keeps the specialist in the loop when pricing has been requested and/or sent to the client. For internal printing, the RFP can go to Printing Services, the client, and the marketing specialist, so that when Printing Services responds, all parties will get the pricing automatically. For external printing, this is an internal Publications process, but final pricing should be sent to the client and carbon copy the marketing specialist.

Why does it seem sometimes as though, in the joint meeting (designer, marketing specialist, and client), the client already knows exactly what they want without brainstorming?
Clients sometimes feel strongly about what kind of communication piece is desired, but it’s important that clients understand and be open to brainstorming and feedback when meeting with a marketing specialist and designer. They may be aware of promotional strategies or opportunities unknown to clients.

Why is it important that external jobs be delivered directly to Shipping/Receiving?
This is important for official reception of the job in OnePurdue for Shipping/Receiving, which processes automatic payment through West Lafayette. If a project is delivered in any other way, either a backdoor payment process has to be addressed or the purchase order number has to be tracked down and reported to Shipping/Receiving with the packing slip delivered. This makes the process more complicated than just checking it into the system.

Why do some clients get confused on the Publications Approval versus Printing Services Approval forms?
There are clients who still do not understand the difference of having two approvals. This is because we are two separate offices, and anything can happen between one signoff and the other, from technical glitches to the wrong file being sent. Because we are separate offices, having only one signoff opportunity is not a full-proof system. We need to educate our clients on the difference between the two and will likely need to repeat it in the foreseeable future.

How do I get back to my three-month milestone area easily after checking off a milestone?
University Relations and Communications, Printing Services, Purchasing, and Receiving have this capability only
1) Once you have checked off a milestone, click back in your browser and then refresh.
2) Bookmark the three-month milestone area, so you can always go to it quickly.

Who do files get sent to at Printing Services?
All files should be sent to both the Printing Services e-mail (printsrv@ipfw.edu)and Lisa Eley (eleyl@ipfw.edu). Lisa is the customer service representative and most jobs are routed through her first.

How are we sure the project has been completed and delivered? 1) On BASECAMP, if the delivery milestone has been checked off by either Printing Services or Shipping/Receiving. 2) Publications usually requests to receive samples from Printing Services or the external print vendor.

How does Printing Services know which milestones to check off for which jobs? It’s important the TO PRINT milestones match what is on the Print Request form that is sent to Printing Services, so the staff knows exactly what it is looking for in the system.

Who do files get sent to at Printing Services? All files should be sent to both the Printing Services e-mail (printsrv@ipfw.edu)and Lisa Eley (eleyl@ipfw.edu). Lisa is the customer service representative and most jobs are routed through her first.

How are we sure the project has been completed and delivered?
1) On BASECAMP, if the delivery milestone has been checked off by either Printing Services or Shipping/Receiving.
2) Publications usually requests to receive samples from Printing Services or the external print vendor.

How does Printing Services know which milestones to check off for which jobs?
It’s important the TO PRINT milestones match what is on the Print Request form that is sent to Printing Services, so the staff knows exactly what it is looking for in the system.

Who do files get sent to at Printing Services?
All files should be sent to both the Printing Services e-mail (printsrv@ipfw.edu)and Lisa Eley (eleyl@ipfw.edu). Lisa is the customer service representative and most jobs are routed through her first.