Printing Faculty-Authored Materials

This SOP applies to all faculty members requesting printing of instructional, research, or academic materials funded by departmental, grant, or institutional budgets for sale to students through a third-party vendor (e.g., UB Bookstore).

• Faculty-Authored Materials: Course packs, manuals, lab guides, workbooks, research publications, or other instructional materials created by faculty.
• Print Services: The institutional unit responsible for professional printing, binding, and finishing services.
• Requestor: Faculty member submitting the print request.
• Department Approver: Chair, Dean, or authorized budget signatory.

• Submit completed print request form.
• Provide print-ready files (PDF preferred).
• Ensure compliance with copyright and intellectual property policies.
• Obtain necessary departmental approval.
• Confirm funding source and account number.

• Verify funding availability.
• Approve print request prior to submission (if required).

• Review files for print compatibility.
• Provide cost estimate and timeline.
• Communicate proof for approval (if required).
• Complete printing and finishing.
• Arrange delivery to the UB Bookstore.

• Convert documents to print-ready PDF format.
• Ensure:
  • Proper margins and bleed settings (extra margin added beyond the page edge for trimmed documents)
  • Embedded fonts.
  • High-resolution images (300 dpi minimum).
  • Correct page size and layout.
• Verify copyright compliance for third-party content (contact University Libraries for guidance)

• Complete a Print Services Request Form (buffalo.webdeskprint.com).
• Attach:
  • Final print-ready file.
  • Printing specifications (quantity, color/B&W, binding type, paper type).
• Provide funding account number.
• Include your required completion date.
• Obtain departmental approval prior to submission if required by your departmental administration.

• Print Services reviews submission.
• Cost estimate is provided within 3-5 business days.
• Faculty confirms approval of:
  • Cost
  • Quantity
  • Specifications
  • Timeline
• Work begins after email approval.

• Print Services provides digital or physical proof.
  • Physical proofs will need to add 1-2 business days to production timeline.
• Faculty reviews and approves proof.
• Any revisions must be submitted within 1-2 business days.
• Final approval must be documented.

• Print Services produces materials according to approved specifications.
• Standard turnaround time: 3-5 business days (may vary by volume).
• Rush requests subject to availability.

• Faculty notified upon completion.
• Materials will be delivered to the UB Bookstore.
• Invoice charged to designated account.

• Faculty is responsible for notifying the UB Bookstore staff that their materials will be delivered.

• Faculty must ensure all reproduced content complies with copyright laws (contact University Libraries for guidance).

• Institutional branding guidelines must be followed, if applicable (contact University Communications for guidance).

• Accepted funding sources: State, Research Foundation, or UB Foundation.

• Requests outside standard specifications (special paper, large format, custom binding) require consultation with Print Services and may extend production time.

Print Services
716-829-3528
printservices@buffalo.edu