SwVCC College Catalog

SwVCC Marketing Communication and Publication Guide

Printing Policies & Procedures

All major offices have immediate access to a copy machine within the respective area. These copy machines will be the primary duplicating source for future copying. The Risograph duplicating machine is operational, and copying jobs suitable for that medium will continue. It is expected that just-in-time copying will emerge once offices are responsible for their own materials. The minimum/maximum number of copies to be made on copiers is not necessarily the guiding factor for which method of copying to use.

Large volume jobs and special printing needs can (will) be bid to an outside vendor. However, since printing is closely regulated by the Commonwealth of Virginia, jobs to be bid must be first offered to the Department of Corrections (Corprint) for their acceptance or release.

“Corprint is capable of printing the following: flat forms; NCR-type forms up to five-part (not snap-apart or continuous); padded forms; envelopes (regular and window) including long kraft envelopes; one color booklets up to 9” x 12”; and one color brochures with no more than two folds. Normally, there is a minimum of 30 days lead time from receipt of the requisition to delivery of the order; however, contact Corprint for requirements where the lead time is less than 30 days to ascertain if delivery can be made within the time frame needed.”

Individual offices must assess their printing/copying/duplicating needs. Planning must be done far enough in advance so that jobs can be completed in a timely manner and so that offices can maintain sufficient supplies of forms, stationery, envelopes, and other materials.

Printing Request Timelines

The Copy Center will print jobs suitable for the Risograph. The following is a minimum timetable for job requests, actual time will depend upon jobs already in queue:

Routine copying - minimum 1 day’s notice
Brochures, handbooks - minimum 2 week’s notice
Publications containing photos - minimum 2 week’s notice

Emergency requests will be received and accommodated when possible, but only in true emergency situations, not because of poor planning. Otherwise, jobs will go in rotation and be completed as quickly as possible.

Printing Approvals

The printing Request form (Appendix C) has a signature block for printing approval. Each job submitted to the Copy Center must have the signature approval of the supervisor of the area requesting printing.

It is the responsibility of the person requesting printing to proofread the document and have the proofreader sign the appropriate line before submitting to the Copy Center. Jobs that do not have the proofread signature, or with errors, will be returned to requester.

Copy Center Services Available

1. Duplicating of your copy-ready work in any quantity on the Risograph

2. Special handling

a. hole punch e. pad
b. sort f. cut
c. bind g. fold
d. staple h. round corners

3. Maintaining paper supply - White only for copiers; colors used college-wide, i. e., blue
for purchase requisitions, green and goldenrod for travel reimbursements; and the
housing of letterhead stationery and envelopes.

4. Engraving

5. Signage

How to Get Services

1. Forward requests for services to the Public Relations Coordinator.

2. Prepare your job to “machine”-ready status, or have a previous sample of the work to be done.

3. Discuss the possible methods of completing the job with the Public Relations Coordinator.
Come to a consensus of the appropriate method.

4. Proceed with method agreed upon.
a. Office copier
b. Risograph duplicator
c. Off-campus bidding

Procedure for Bidding Printing

1. Prepare job to camera-ready status.

2. Discuss the job with the Purchaser in the Business Office to determine Corprint’s ability to do the job.

3. Once the job is released by Corprint, email or send to bid specifications to Purchaser in the Business Office for release to eVA.

4. Proceed with purchasing procedure.

EXAMPLES OF JOBS THAT MAY BE BID

1. Letterhead
2. Envelopes - Regular, window, business reply
3. Cards
4. Brochures
5. Booklets
6. Special color publications
7. Jobs with pictures
8. Large run jobs

REMINDER: The Department of Corrections (Corprint) must refuse the job prior to going to a local vendor. Color printing is available on a very limited, special request basis. The Agency Procurement Manual states: “Except for promotional publications and diplomas or where the use of color is essential to support the purpose of the publication, such as maps or aeronautical charts, all printing shall be one color. Any requests for exception to this must be accompanied by a letter of justification signed by the president.”

This “promotional” provision is available solely for the printing of the College catalog and other official College publications. Individual departments must adhere to the one color printing guideline, and black is considered a color.

Charge Back
Chargeback is in place for Copy Center Services as they are for other college services.

Printing for Outside Groups

If requests are received for printing for outside groups, use the following procedure. As a state institution of higher education, SwVCC is not in the business of printing for outside groups. Requests for printing for outside groups will be considered on a case-by-case basis; and considering the timetable of the requested job and work load of the Copy Center, as well as the size of the request, a decision will be made as to whether the job can be done or not. A decision will be given to the requestor as soon as possible.

All costs for outside print jobs must be reimbursed to the College. These expenses shall include the cost of supplies and labor.

All requests for printing by outside organizations are to be directed to the Public Relations Coordinator, either in writing or by telephone (276.964.7332).

Administrative/Support Staff Copy Guidelines

Copying by non-classroom administrative/professional faculty/support staff should be held to “fair use” of a published work, usually making only a single copy. Administrative/professional faculty/support staff copying articles, while carrying out job duties, fall under the fair use provision unless one attempts to circumvent the fair use spirit of the law and reproduces masses of single articles or books. This goes against the fair use of copyrightable works.

COPYRIGHT LAW

Perspectives and the Fair Use Doctrine - The Educator’s Viewpoint

The 1909 Law

Educators have for years sought “a simple, clear description” of what the members of the scholarly community may, and may not, copy under the various provisions of the Copyright Law. In the 1909 law, the doctrine of “fair use” was neither spelled out nor was it statutory. The 1909 law left the meaning of fair use entirely to the courts to apply on an individual case basis. The teacher thus had neither guides nor protection under the law. In most instances, teachers had no idea of what constituted fair use of materials in the classroom. Nor did copyright lawyers know for a certainty what constituted fair use. Educators have worked valiantly to correct this situation.

The 1976 Law (Effective January 1, 1978)

In the 1976 copyright law, Congress has taken the amorphous doctrine of fair use and caused it to be translated into a reasonably reliable and certain guide for teachers in their uses of materials. Under the 1976 law, teachers, librarians and researchers are given specific guidelines and protection with respect to classroom and library photocopying and the educational uses of music. For the first time in history, the law codifies the fair use doctrine. It refers to purposes such as criticism, comment, news reporting, teaching, scholarship or research and specifies four criteria to be considered in determining whether or not a particular instance of copying or other reproduction is fair. For the first time, also, the law specifies clearly after the word “teaching” the phrase “including multiple copies for classroom use” which is a considerable achievement for education’s uses of materials. Depending upon the circumstances, fair use might not cover the making of multiple copies as well as the making of a single copy of an article or short whole work.

The new law admittedly does not give teachers “a simple, clear description” of what is fair use in all situations. There are number of areas still left to be decided, such as off-air-taping of television and radio programs and the use of educational media and technology. There are also gray areas which can only be settled on a case by case basis. A substantial number of educators feel the situation is still elusive because the language of the Act is uncertain. They argue that the law contains so many “ifs,” “ands,” “buts,” and “unlesses” that it defies certitude. They maintain that the Senate and House Committees produced statutory language that gives legalistic comfort to practically everyone, but simple aid to no one!

Nevertheless, there is a growing consensus within the educational community that for the preponderance of copyrighted materials needed by the classroom teacher in the course of teaching, there is guaranteed protection in the new law. The guidelines - negotiated between the publishers and the educators - are minimum, not maximum. They provide floor below which teachers cannot be pushed. The guidelines provide that certain uses of copyrighted works are mandatory permitted. Likewise, certain practices beyond the guidelines may still be permitted although these are not specified and must be determined on a case by case basis. There are also uses which are considered “over and above fair use” which are clearly unauthorized without permission and payment of the royalty fee required.

The guidelines emphasize three key words in ascertaining fair use in any given situation: spontaneity, brevity and cumulative effect. Further, the same general standards of air use are applicable to all kinds of uses of copyrighted materials, although the relative weight to be given them will differ from case to case.

The fair use provision, as we see it, is a safety valve which allows teachers, scholars and researchers to use materials in the public interest.
 

WHAT AN INSTRUCTOR MAY COPY

A teacher/instructor may:

1. Make a single copy of the following:
a. A chapter from a book
b. An article from a periodical or newspaper
c. A short story, short essay or short poem, whether or not from a collective work
d. A chart, graph, diagram, drawing, cartoon or picture from a book, periodical, or newspaper
e. A short excerpt (up to 10%) from a performable unit of music, such as a song, movement, or section, for study purposes

2. Make multiple copies (not to exceed one per pupil) for classroom use of the following:
a. A complete poem if less than 250 words (and if printed on not more than two pages)
b. An excerpt of not more than 250 words from a longer poem
c. A complete article, story or essay of less than 2,500 words
d. An excerpt from any prose work of not more than 1,000 words (or 10% of the work), which ever is less, but in any event a minimum of 500 words
e. One chart, graph, diagram, drawing, cartoon or picture per book or per periodical issue
f. An excerpt of not more than two pages of a “special work” (such as children’s poetry, prose or poetic prose) containing words and pictures, but not to exceed 10% of the words in the text
g. Up to 10% of a performable unit of music (song, movement, section) for academic purposes other than performance

3. Make a single recording of student performances for evaluation, rehearsal, or archival purposes

4. Make a single recording of aural exercises or examination questions using excerpts from recorded copyright materials

5. Make an emergency replacement copy to substitute for a purchased copy that is not available for an imminent musical performance

6. Display a copy of a work on an opaque projector

7. Make a single transparency, provided the fair use criteria and guidelines are complied with (See 1.d.)

NOTE: The above copying is mandatory permitted under the fair use guidelines appearing in the House Report. The guidelines set up minimum and not the maximum standards of fair use so other uses may or may not be permitted, depending on the circumstances.

WHAT AN INSTRUCTOR MAY NOT COPY

A teacher/instructor may not:

1. Copy to create anthologies, compilations or collective works or to replace or substitute for them

2. Copy from works which are intended to be consumable (workbooks, exercises,

standardized tests and test booklets, and answer sheets)

3. Copy so as to substitute for the purchase of books, publishers’ reprints, periodicals, music or recordings

4. Copy on direction of higher authority (supervisor, coordinating teacher, principal or if prescribed by the course of study)

5. Copy the same item from term to term without securing permission

6. Copy more than one short work (poem, article, story, essay) or two excerpts from one author’s works in any one term

7. Copy the same material for more than one course in the school in which the copies are made

8. Copy more than three short works from the same collective work or periodical volume during one class term

9. Utilize more than nine instances of multiple copying per course, per term

10. Make copies of music (or lyrics) from performance of any kind in the classroom or outside of it, with the exception of the emergency replacement copy needed for an imminent musical performance

11. Make copies without inclusion of the copyright notice

12. Charge students more than the actual cost of the authorized copies

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Southwest Virginia Community College, through the SwVCC Bookstore, has provided excellent bookstore services for students to purchase textbooks, supplies, etc. Therefore, it is not the College’s responsibility to print books or compilations of chapters, nor can the College legally do so, in lieu of required purchased texts. The SwVCC Bookstore will work with interested instructors/divisions to arrange the printing of desired texts that will be sold to students.