How To Use The Print Shop

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1 CONTENTS (Updated October 2013) PRINT SHOP GUIDELINES 1.0 Basic Policy 1.1 Print Shop 1.2 Assistance Available 1.3 Printing 1.4 Finishing 1.5 Art and Graphics 1.6 Members Database 1.7 Mail Services 1.8 Time Allotments 1.9 Work Orders APPENDICES A Print Shop Price List 7 B Print Shop Work Order 10 C Mail List Coding 13 D Print Shop Mail-Out Order Form 16 E Database Maintenance Form 18 F Database & Directory Updates Memorandum 20 G Directory Information Form 22 1

2 PRINT SHOP GUIDELINES 1.0 Basic Policy That Sport New Brunswick's Print Shop was established to help member associations better communicate with their members by providing printing and mailing services, and administrative support. Through the last few years, our services have expanded and will continue to expand to meet the needs of our members. The Print Shop provides the following services: printing, photocopying, desktop publishing, layout and design, billing, database management, mailing, stuffing, courier, your work orders and the many other services which help you communicate with your members. All Print Shop charges incurred will be invoiced on a monthly charge-back basis. 1.1 Printshop The purpose of the printshop is to provide an in-house printing service to members. Prospective users should pay careful attention to the limitations of these services and be prepared to use private printers at their own expense when their requirements exceed those limits. The printshop is only accessible to Sport NB employees. This ensures proper usage of machines, as well as increases the security of your billing code. There will be no access to machines after hours or on weekends. 1.2 Assistance Available Assistance in preparatory work towards printing will be provided to members as follows; a) Consultation and assistance in preparation of material for reproduction. b) Assistance in assembly of materials in appropriate format for reproduction. c) Assistance in graphics, scanning and desktop publishing. d) Advice in securing outside services when required. e) A written quote can be provided upon request for special projects. 2

3 1.3 Printing a) Sharp Photocopier - High Speed Copier/Digital Printer Size: Maximum dimensions are 11" x 17" Colour: Sides: Finishing: Black ink on white, coloured or cardstock paper and transparencies Both single and double sided copies available Fold, Staple, 3 Hole Punch, Booklet b) Canon Photocopier - Full Colour Copier/Digital Printer Size: Maximum dimensions are 11" x 17" Colour: Full colour ink on white, coloured or cardstock paper, envelopes, and various other items. Sides: Finishing: Both single and double sided copies available Fold, Staple, 3 Hole Punch, Booklet c) Other printing - Items can be ordered to meet your needs Cardstock - Coloured paper - Transparencies Binding(Plastic & Coil) - Labels - Envelopes Business Card - Letterhead - Calendar Notepads - Tickets and much more 1.4 Finishing Documents can be finished in the following ways: General: - 3 hole punching - Bound (Plastic, Coil) - Booklet Format - Sorting - Gluing - Cut - Folding: Due to the increased volume in the Print Shop, folding of documents will only occur if document will go through the folding machine. If this is not possible, members will be responsible for the folding of their document. - Stapling: Large volume documents which are too thick to be stapled by the Photocopier will be the responsibility of the member to staple. "Large Volume" will be under the discretion of the Print Shop department at the time of the work order. 3

4 There are limitations in this area, it is recommended that members discuss all questionable jobs and large jobs with the Publications Coordinator. NOTE: Special requests such as hole punching, sorting, PSO return addresses etc. may be refused based on the volume and current work orders in print shop. 1.5 Art Work and Graphics a) Scanning - Editing and scanning logos, photos, graphics b) Desktop Publishing - Computer generated documents This includes: General typing, posters, flyers, letterhead, business cards, promotional items handbooks, graphics, newsletters, envelopes, etc. 1.6 Members Database a) Databases - Computerized database of PSO members, coaches, athletes etc. Mailing lists and labels It is the responsibility of the member to send Sport NB, with attention to the Publications Coordinator, updates for the database. This should be done for any and every change to the membership list. Sport NB uses member databases for Executive mail outs so we ask that you update them a soon as a change occurs. b) Member databases are the property of the member, and will not be distributed without the permission of the members. c) The mailing list allows for the production of mailing labels. These are used for mail out orders from Sport NB as requested from time-to-time by each member association. Each member must have only one person designated as being responsible to maintain their mailing list(s) and to do periodic updates. We ask that each organization review their mailing list at least once every six months. Our lists are inputted by various groups which are identified under the following CODE letters: "A" This list contains all names that you wish to have on our records. The names in subsequent lists, therefore, are included in this "A" all-inclusive list. "B01 " Executive Members "B02" Board Members "CO1 " Coaches "D01" Officials 4

5 "EO1" Judges "F01 " Referees and Umpires "G01 " Zone Representatives "H01 " Clubs NOTE: Lists "A" and "B" will exist for each sport governing body. Use of the other categories will vary for each sport depending on the nature of the organizational structure of the particular sport. Please review the sample form for Mail List Coding (Appendix A). If you have any questions about coding, please call our office to make sure that we have a proper mailing list. 1.7 Mail Services When dropping off mail at Sport NB, each member must clearly identify their association either by writing it on the envelope as the return address or by attaching a work order form or piece of paper with the association on it. Please sort by Canadian / US/ international address. If content varies, please sort accordingly. If this is not done, your mail cannot be mailed and will cause delays. a) Postage Service - Mailing service for all materials 1. Daily mail pickup from Sport NB at Canada Post standard rates 2. Drop off time at Sport NB should be no later than 12PM, otherwise it may be held until the next business day 3. Daily Government Interdepartmental Pickup, no charge - Letters ONLY. b) Courier Service 1. Daily Express Post pickup at government rates - drop off time at Sport NB should be no later than 12PM, otherwise it may be held until the next business day. c) Stuffing - Labeling of envelopes, stuffing of document and mailing (please see Folding) d) Envelopes (Province of NB) - A variety of sizes are available for your mailing needs - Standard #10 Letter - 9 X 12-7 ½ X 10 ½ - 10 X X 14 Legal 5

6 1.8 Time Allotments All work orders will be classified into small, medium, or large jobs. When requesting services, please allow the following number of working days for completion: SMALL - 2 Days MEDIUM - 5 Days LARGE - 10 Days - straight copies - finishing - finishing - no finishing - stuffing of mail list - stuffing of mail list (over 100) - under 1000 copies - layout/design - layout/design - high complexity The above time allotment is a maximum contingent on the complexity of the job. This is subject to machinery breakdowns and maintenance. Please have your work available in plenty of time so your deadlines are met. Specific times of the year are busier than others, therefore Sport NB reserves the right to not accept large jobs due to machine problems or work load. We under stand that rush orders are more convenient for you the member and we would be pleased if this could be done for you all the time, however we ask that you are patient and understand and comply with our time allotments. Multiple work orders, to be mailed to members, must be accompanied by a "Print Shop Mail Out Order Form" (Appendix B). ALL printing requests MUST be accompanied by a work order. This ensures your order is done correctly and work orders are also used for end of month billing. All work orders will be processed and scheduled to allow for adequate turn around times. This means that work orders will be processed on a first come first serve basis, and print time cannot be "set aside" as jobs will not be scheduled until received with a completed work order, as this ensures fairness for all members. 1.9 Work Orders All work must be accompanied by a work order. All work orders must be made by an authorized person from your association. ALL work orders must be filled out completely ensuring your order is done properly and in a timely fashion. Each member must provide a list of authorized persons to sign work orders. If the work order is not signed by an authorized person, a call will be made for authorization. It is the responsibility of the member to keep their authorized signature list up to date. Please review the sample Work Order Form and Authorization Form (Appendix C). If you have any questions about the form or a project, please do not hesitate to contact us. 6

7 Appendix A Print Shop Price List 7

8 8

9 9

10 Appendix B Print Shop Work Order 10

11 Association: Contact Person: Date Received: 900 Hanwell Road, Suite 13 Fredericton, NB E3B 6A2 Tel: (506) / Fax: (506) printshop@sportnb.com PRINT SHOP WORK ORDER Code: Phone: Date Required: Job Description: Number of Pages in Document: Number of Copies: Copy Type: O Single Sided Double Sided O (1 sided to 2 sided) O (2 sided to 2 sided) Size of Paper: O 8 /12 X 11 O 8 1/2 X 14 O 11 X 17 Paper Type: O Standard O Cardstock O Glossy (white only) O Transparency (clear) Colour of Paper: O Blue O Green O Red O Buff O Grey O Tan O Cherry O Ivory O White O Cream O Orchid O Yellow O Goldenrod O Pink Colour of Ink: O Black O Full Colour FINISHING: Front Cover: O Standard Paper O Cardstock O Glossy (white only) Colour of Paper: Colour of Ink: O Black O Colour Back Cover: O Standard paper O Cardstock O Glossy (white only) Colour of Paper: Colour of Ink: O Black O Colour continued on reverse... 11

12 Folding: O In half O In Three (C-Fold) O In Three ( Z-Fold) Stapling: O One Corner Staple O Two Side Staples O Booklet Format Centre Staples Extras: O Glue O 3-Hole Punch O Cut Binding Black* 1/4 ( ) 5/16 ( ) 3/8 ( ) 1/2 ( ) 5/8 ( ) 3/4 ( ) 1 ( ) 1-1/2 ( ) 2 ( ) Other: * Other binding colours may be special ordered Graphics: Desktop Publishing: O Layout & Design of Document O Changes to Existing Document O Document on Disk(s) provided O Document ed/Faxed/Mailed** O Scanning **(Please phone to confirm receipt of document) COMPLETED PRODUCT: Delivery Instructions: O Express Courier O To Pick-Up O Mail Mailing Labels: Envelopes: #10 7 X 10 9 X X 13 Forward To: Originals: O Return to Originator O File at Sport New Brunswick for 6 months O Discard Other Instructions: NOTE: Some items may not be in stock at time of order. You will be notified if we are unable to meet your specific needs. At which time, stock may be ordered in for you or you can choose from what is immediately available. *Bindings are usually available in black other colours can be ordered depending on availability. 12

13 Appendix C Mail List Coding 13

14 CLIENT: SPORT NEW BRUNSWICK MAIL LIST CODING PERSON RESPONSIBLE FOR THIS MAIL LIST: DATE OF LAST REVISION: TEL: (R) CODE: (Update is required once every six months. Any Mail List older than 12 months cannot be used because such outdated lists produce costly, undeliverable mail returns.) CODE : GROUP SYMBOL A IDENTITY ENTIRE LIST (because this includes all names we do not take the time to type beside each address.) B01 EXECUTIVE MEMBERS B02 BOARD MEMBERS B03 B04 B10 PRESIDENT B11 VICE-PRESIDENT(S) B12 SECRETARY B13 TREASURER B14 SECRETARY/TREASURER B15 EXECUTIVE DIRECTOR B16 TECHNICAL DIRECTOR B17 NCCP COORDINATOR B18 PAST PRESIDENT B19 NEWSLETTER EDITOR (This sub-grouping is for internal use when our office wishes to do a cross-sport mailing) C01 COACHES C02 D01 OFFICIALS D02 E01 JUDGES F01 REFEREES/ UMPIRES G01 ZONE REPRESENTATIVES G02 H01 CLUBS H02 J01 JUNIORS J02 O01 OUT OF PROVINCE (Canada only; limited to 30) (B) 14

15 You may wish to list other grouping not indentified on the first page. If so, select another letter of the alphabet (not already assigned) and list below: CODE SYMBOL GROUP IDENTITY 15

16 Appendix D Print Shop Mail Out Form 16

17 Print Shop Mail Out Order Form SPORT NEW BRUNSWICK (MUST BE COMPLETED WHEN MORE THAN ONE ITEM IS GOING IN THE MAIL OUT) Association: Contact Name: Phone: Complete List of Documents to be included in the mail out: (Continue on the reverse side if necessary) I authorize that the above items complete the association mail out, and is ready to process. Name: Signature: Total # of Items: Date: 17

18 Appendix E Database Maintenance Form 18

19 Database Maintenance Request a printout of your mailing list as often as necessary to keep it current. Please edit in the following manner: ADDITIONS list names and mailing info on back of pages or on a separate page, be sure to include the postal code. DELETIONS draw a line through the entire entry. CHANGES strike out the wrong information and add changes at the end of the entry line. If you have any questions please feel free to contact me. Noreen Wetmore Publications Coordinator Sport New Brunswick 900 Hanwell Road, Suite 13 Fredericton, NB E3B 6A2 Tel (506) Fax (506) printshop@sportnb.com 19

20 Appendix F Database and Directory Update Memorandum \ 20

21 MEMORANDUM To/à: From/de: Re/sujet: Sport NB Members Noreen Wetmore, Publications Coordinator Database/Directory Updates The directory is published February 1, therefore we must receive all updates by January 15 to ensure accuracy. Please reply even if there are no changes so that we know you have received our request Please keep us informed of any changes so that the information in our directory as well as on our website is current. The directory has space for six positions. President, Past President, Vice President, Secretary, Treasurer, Executive Director, Technical Director are used most often. We also list contact information for each as follows: Title Name Full mailing address Phone numbers ( home &/or work) Fax number address Sport NB respects the provisions of the Personal Information Protection and Electronic Documents Act (PIPEDA). Personal information that is submitted will be retained in the Association s membership database and used for contacting members on matters related to the Association and their membership. 900, chemin Hanwell Road, Suite 13, Fredericton, NB E3B 6A2 Tel/Tél: (506) Fax/Téléc: (506) /Courriel: printshop@sportnb.com Website/Site Web: 21

22 Appendix G Directory Information Form 22

23 SPORT ORGANIZATION / ORGANISME SPORTIF Address/Adresse : Phone/Téléphone : Fax/Télécopieur : /Courriel : WWW

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