Policies and Procedures

Please fill out and submit a Duplications Request Form (PDF or WORD) on ALL requests. Jobs over 25 pages in length are considered READERS. Please see the Reader section below for more details.

To submit job requests:

Email completed job request form and documents to
Or drop off job requests to Building 2550 (behind the Sesnon House)
It is recommended that departments submit duplication request forms online. See instructions.
Exams (e.g. tests, quizzes, mid-terms and finals) require a minimum turnaround time of 3 working days (72 hours). It is recommended that you submit these jobs via email to
Duplication jobs (excluding exams) with less than 25 pages require a minimum turnaround time of 5 working days
Readers (jobs with more than 25 pages) must be submitted by:
- December 1st for the Spring Semester & Intersession
- May 1st for the Summer Session
- June 1st for the Fall Semester
2-week lead-time during peak times; peak times are 2 weeks prior to the beginning, and the first week of each semester.
Delivery services on the Aptos campus have been eliminated
Please pick up completed jobs in Building 2550 (behind the Sesnon House) since campus delivery services have been reduced.
Duplication jobs for Watsonville and Scotts Valley locations will be delivered on Tuesdays and Thursdays.
Departments may assume print jobs will be ready on the due date referenced on the duplication request form unless contacted by duplications staff.

For questions about your jobs please call duplications at x6488 or call Serena Muindi at x3521.
For instruction about how to submit a job please call duplications at x6488 or stop by there office during work hours or visit our website at http://www.cabrillo.edu/internal/duplications/duplications.html

Duplication Request Forms

Duplication Request Forms are located in the staff lounge, on our website (PDF or WORD) or in Duplications (Room 2551). All jobs submitted without a request form will be returned to the submitter.
Be sure that you fill in all necessary information on the request form, or typed in the body of the e-mail (i.e., section number, name, due date, delivery location, paper stock, quantity and finishing instructions). If an instruction is not indicated on the request form or e-mail, I WILL assume that the duty is not required.
Do not put "As Soon As Possible" for the due date. Try to be as specific as possible, even to the time of day required.
Completed request forms may be placed into the Duplications' mailbox in the staff lounge, or brought directly to Duplications. For your convenience, there is a slot beside the double doors for after hour's submissions (across the breezeway from the Business Office).
Electronic submission is recommended. You can attach a Duplications Request Form (PDF or WORD) and your file and e-mail it to

Readers

All reader requests must be accompanied with a Duplications Request Form. They are located in the staff lounge, or in Duplications. Readers are jobs consisting of 25 pages or more in length. Duplication Request Forms are located in the staff lounge, on our website (PDF or WORD) or in Duplications (Room 2551). All jobs submitted without a request form will be returned to the submitter.
Departments will be charged for readers that are not sold through the campus Bookstore. It is necessary to write a budget number onto the work order. The request will not be processed until a budget number is provided.
Charges will be made for obsolete copies of readers which are returned from the Bookstore.
Copyrighted material WILL NOT be duplicated for sale without written authorization from the copyright holder. Please see the copyright laws that are attached.
Readers need to be submitted by (in case deadline falls on a holiday or weekend, the deadline will be the following working day):
- December 1st for the Spring Semester & Intersession;
- May 1st for the Summer Session
- June 1st for the Fall Semester

Carbonless Requests

Carbonless requests (NCR) are now (thanks to Fred—the copier) being completed in Duplications. Please fill out the usual Duplication Request form and mark the box under the Paper Stock heading as to which part carbonless you would like. Your choices of carbonless are: 2-part (white/yellow), 3-part (white/yellow/pink), and 4-part (white/yellow/pink/goldenrod).

Policies

Material must be copy ready BEFORE it arrives in Duplications. Do not ask me to make individual single copies for you.
There is no copier in Duplications for your use.
Copies can be completed on 8 ½ x 11 (various colors), 8 ½ x 14 (white only), or 11 x 17 formats (white only).
If there is any prep work to be done, it should be done before you submit the work. Work that is not copy ready will be returned to the originator.
Work submitted from copyrighted books, magazines and newspapers MUST meet the fair use copyright laws. Work not meeting the law will be returned to the originator. Please see Section II, items A, B and C of the attached federal copyright guidelines.
If you have met the fair use criteria, please make a copy from your book or magazine and submit the copy NOT the book or magazine. Be sure to include the Notice of Copyright near the front of the publication.
There is an assortment of 20 lb., 60 lb. and 90 lb. paper stock on hand for your use. If these will not meet your needs you may purchase your own stock, but please call to verify the run-ability of this stock with us.
Requests of 25 pages or more are considered readers. See the Reader section for more information.

Hints to improve the quality of your work

Never use pencil or colored ink--they won't show up! If it has to be written or drawn, use black ink.
Originals should be on white 20 lb. paper for best quality copies.
If your artwork has screened material…sending the job electronically will keep those screens looking great.
Leave at least 1/4" margin around your text.
Paginate, paginate, paginate. If the copier eats your original and scrambles the order of the pages, at least I stand a chance of getting them back in order.
If you have any questions or need help, please check with me!