Print Shop Guidelines

The following is a list of guidelines we ask the employees of Virginia Union University to follow. This assists the university in providing quality and timely service to everyone.

Departmental Copying
VUU campus guidelines for copying recommends a copying limit on departmental copiers to 50 copies of any one document. Heavy use of departmental copiers usually requires an increased number of service calls, therefore copy jobs exceeding the limit should be forwarded to the Print Shop department.
Course schedules and syllabi are to be placed strategically on the university’s website with the exception a limited number of course schedules are to be printed and distributed for each academic school. VUU students are required to purchase textbooks for each course. Textbook booklets or specific book chapter copying will not be substituted for course textbooks.

The copy quota per semester:

  • Faculty - 1,000 copies
  • Adjunct Faculty – 500 copies
  • Staff - 1,000 copies
  • Administrative departments – 3,000 (combined total)
    • Financial Aid and Student Affairs (5,000 copies)

To eliminate waste, the University maintains a policy on the printing and distribution of certain promotional material. Additional copy requests must be approved by each department’s Vice President.

Paper Colors

Standard papers –

  • Pastels 20# Text
    • Orchid, blue, peach, cherry, canary, green, ivory, gray, yellow, salmon, buff, and tan.
  • Pastels 65#-67# Cover
    • Goldenrod, ivory, blue, ivory, cream, gold, canary, green, pink, and Gray.
  • Brights 60# Text
    • Bright yellow, hot pink, lime green, bright blue, red, and green.

Lead Times
Small jobs (75 to 100 copies of one or two pages, or less) must be delivered at least 48 hours prior to the requested completion date for the job.
Special jobs or long runs using 11 x 17 inch paper, and jobs requiring secondary operations such as collating, stapling, folding, etc., requires a longer lead time for completion.

Offset Custom Printing
Business Cards (If supplied with the card stock paper)

Student Printing Fees
University Policy states that each print job is charged a flat fee of $0.10 per printed side.

Printing Requests
The following information must be included on every request:

  • Departmental charge account number
  • Date needed – Please keep in mind that "ASAP" and "Immediately" are not considered appropriate due dates. Upon completion of a job, Print Shop personnel will not contact departments.
  • The type of paper on which the job is to be run. If a paper is not specified, the job will be printed on 8" by 11" 20# white paper.
  • The color of ink. If an ink color is not specified, the job will be printed in black ink. Color ink is to be used only for documents special events documents such as, programs, bulletins, etc.
  • The number of originals to be copied. If both sides of an original are to be copied, each side is to be counted as an original.
  • The number of copies to be printed.

Special instructions such as collating, 3-hole drilling, folding, stapling, etc. should be written on the requisition in the space provided.

Print Shop
Pickford Hall, Room G4

Hours of Operation
Monday, Wednesday, Friday 9:00 a.m. – 3:30 p.m.

(Coming) Student Lab Copy Card Access
Henderson Center, 1st Floor

(Coming) Vending Access Copiers
L. Douglas Wilder Library

VUU's Policy on Use and Reproduction of Copyrighted Materials

The Print Shop will be unable to print any materials without proof of permission. Written authorization to print the materials must be provided to the Print Shop before any copyrighted material will be reproduced. If copyrighted materials are copied without the consent of the copyright owner, this may constitute an infringement of the copyright owner's rights. If a civil or criminal copyright infringement action is brought, not only will the University face possible liabilities, but the individual making or requesting the copies may be found personally liable. It is vital everyone have a general understanding of which is allowed under Federal copyright laws.

“Copyright protection is available for original works of authorship which are fixed in a tangible medium of expression.” This protection covers such varied works as literature, drama, pictures, sculptures, music, and audio and video materials. It also covers reference works (including dictionaries), computer programs, computer graphics, and databases. Copyright protection potentially applies to both published and unpublished works, as well as to works that are out of print. Absence of a copyright notice does not mean that the materials may be copied without permission. Be aware of copyright laws (US Government copyright page

Fair Use
The Fair Use doctrine is a limited exception created by law so that copies may be made for certain non-profit, educational and other purposes without the copyright owner's permission. If the following prohibitions and guidelines are satisfied, one copy per student in a course may be made. If they are not met, the permission of the copyright owner should be sought before copies are made.


  • Copies may not substitute for the purchase of books, publisher's reprints, or periodicals.
  • The same professor may not copy the same item without permission from semester to semester.
  • No charge may be made to students beyond the actual cost of the photocopying.

Additional Guidelines

  1. The amount of the copying is limited as follows:
    • if a complete prose work is used, it is under 2,500 words or the amount copied should not exceed 10% of the words in the work.
    • if a chart, graph, diagram, drawing, cartoon, or picture is copied, no more than one such illustration is copied per book or per periodical issue;
  2. The copying is for a single course only, AND
  3. If there is an original copyright notice on the work, it must appear on all copies.

Fair use also may permit you to make single copies for purposes of your own scholarly research or class preparation. Specifically you may make a single copy of a chapter from a book, an article from a periodical or newspaper, a short story, short essay or short poem, or a chart, graph, diagram, drawing, cartoon or picture from a book, periodical or newspaper for these purposes.

Obtaining Permission to Copy
If the above prohibitions and guidelines cannot be met, permission of the copyright owner should be obtained before any copies of the materials are made. Note that there may be a fee for use of the material. Permission may be obtained by writing to the owner of the copyright or publisher. The Copyright Clearance Center assists in obtaining required consents and can be reached at the following address:

Copyright Clearing Center
27 Congress Street
Salem, MA 01970

<~Return to VUU Homepage

<~Return to Technology Homepage