University Policies
Policy Contact
Associate Vice President for Marketing Communications, Office of University Communications Email 401-863-6262

External Print Vendor Program Policy

Policy No. Issue Date Effective Date
01.25.01

1.0 Policy Purpose

This policy establishes the requirements for members of the Brown community to work with University-approved vendors for print projects sponsored by a Brown University academic or administrative unit, activity or program that meet the External Print Vendor Program criteria.

2.0 To Whom the Policy Applies

This University-wide policy applies to all Brown faculty, staff, and recognized student organizations seeking to print Essential Print Projects sponsored by a University academic or administrative unit, activity or program. Essential Print Projects meet the criteria in section 3.1 and cost $3,000 or more (thereby requiring a Purchase Order). This policy does not apply for Brown faculty, staff and recognized student organizations completing Quick Print Projects through a local or online retail copy shop or desktop printer with a cost of less than $3,000. Splitting the cost of a Quick Print Project transaction to stay below the $3,000 threshold is prohibited. Split transactions occur when a single order costing more than $2,999 is broken into two or more transactions to bypass the requirements of this policy.

3.0 Policy Statement

The Brown External Print Vendor Program is a fully outsourced model for printing that enables faculty, staff, and recognized student organizations at Brown to produce Essential Print Projects through a pool of approved external vendors that have entered into Participation Agreements with the University.

This policy requires that Brown faculty, staff, and recognized student organizations completing Essential Print Projects, which are those that meet the criteria in section 3.1 and cost $3,000 or more, hire a University-approved External Print Vendor aligned with the following institutional goals:

  • Ensure that quantity-based pricing structures for specific categories of print jobs are competitive within the marketplace;
  • Ensure that External Print Vendors provide high-quality print products within reasonable timeframes;
  • Ensure that the University partners with External Print Vendors that are knowledgeable about laws governing areas such as privacy rights and permissions, copyright, trademark, and licensing; and
  • Ensure that the University upholds its commitment to sustainability through partnerships with External Print Vendors that are committed to sustainable best practices in printing.

Units at Brown seeking to produce an Essential Print Project with External Print Vendors (e.g., brochures, reports, booklets, postcards, etc.) must select from a University-approved pool of vendors that specialize in a range of product types.

Quick Print Projects that can be delivered through a local or online retail copy shop or desktop printer (e.g., flyers, posters, labels, note cards, table tents, name tags, class handouts, syllabi, etc.) and cost less than $3,000 are not required to go to a University-approved external vendor in the program but Brown units may still choose to do so.

For print projects designated as OUC-Managed Print Projects (e.g., business cards, stationery, diplomas and certificates), all requests must be submitted to the Office of University Communications (OUC) via its website. Requests for business cards require written approval from the unit’s cost center manager and a work tag at the time of request.

The University’s competitive bid requirements apply to purchases made through this program. The External Print Vendor Program requires the University-approved vendors to agree to maintain consistent pricing structures to protect against drastic variance in pricing across Brown. However, it is also strongly recommended that multiple quotes be obtained from the pool of approved vendors for purchases under the competitive bid requirement threshold to ensure the best price.

All External Print Vendors in the program are registered as Brown University Suppliers and have signed Participation Agreements with the University. Essential Print Projects that cost $3,000 or more must follow the University’s Purchase Order requirements. Essential Print Projects do not require a Professional Services Agreement. The University’s Delegations of Signature Authority for Contracts applies.

3.1 Criteria for Essential Print Projects

Brown University is committed to a digital-first approach for communications materials and collateral and deems print projects essential if they meet one or more of the criteria below and cost $3,000 or more to produce.

  • A print format is necessary to meet compliance requirements, accessibility standards, health and safety protocols, and/or any other regulatory requirement that, if not met, would put the University at legal risk;
  • A digital-only approach would result in a diminished user experience or negatively affect Brown’s reputation; and/or
  • A digital-only approach would result in the inability to reach certain audience segments and may adversely affect participation rates, fundraising goals, and/or general awareness of University programs and activities.

Quick Print Projects that cost less than $3,000 can either go to an approved External Print Vendor in the program or to a local or online retail copy shop depending on the scope and complexity of the job. Units should contact the Office of University Communications if they need help in determining what type of printer would be best for a particular print job and/or to identify alternate digital solutions.

3.2 Types of Essential Print Projects

Print projects in the Brown External Print Vendor Program fall into three categories: 1) General Print Projects 2) OUC-Managed Print Projects, and 3) Specialized Print Projects.

Category 1: General Print Projects

External printers utilize specialized equipment as needed, and typically require turnaround times that can range from days to weeks depending on the complexity of the project. Brown faculty, staff, and recognized student organizations select a University-approved External Print Vendor on the website based on the nature of the print job and follow the process outlined there. It is strongly recommended that multiple quotes be obtained from the pool of approved vendors to ensure the best price. Typical print projects in this category include:

  • Brochures
  • Booklets
  • Catalogues
  • Envelopes
  • Folders
  • Kitting and Fulfillment/First-class mailings
  • Maps
  • Postcards
  • Reports that require binding services

Category 2: OUC-Managed Print Projects

Designated categories of print projects must be submitted to OUC via its website so that OUC can uphold University policies such as the Use of Brown Name or Likeness, Image Use, and Visual Identity. OUC may also agree to manage Essential Print Projects on behalf of academic or administrative units upon request. Print projects in this category include:

  • University business cards and stationery
  • University diplomas and certificates

Category 3: Specialized Print Projects

Designated categories of specialized print projects require a separate contract process due to the volume and nature of the print product. Print projects in this category are managed directly by the unit, following the University's standard purchasing policies and procedures. Projects in this category include:

  • Magazines
  • Direct mail
  • Database-driven mailings requiring variable data

4.0 Definitions

For the purpose of this policy, the terms below have the following definitions:

Brown University Supplier:

A vendor that provides goods or services to Brown and is registered with the Strategic Purchasing, Contracts & Insurance (Purchasing) unit so that the University can make payments to the vendor.

Essential Print Project:

A print project that meets one or more of the criteria below and costs $3,000 or more to produce (e.g., brochures, reports, booklets, postcards, etc.).

  • A print format is necessary to meet compliance requirements, accessibility standards, health and safety protocols, and/or any other regulatory requirement that, if not met, would put the University at legal risk;
  • A digital-only approach would result in a diminished user experience or negatively affect Brown’s reputation; and/or
  • A digital-only approach would result in the inability to reach certain audience segments and may adversely affect participation rates, fundraising goals, and/or general awareness of University programs and activities.
External Print Vendor:

A for-profit company external to Brown that delivers professional printing services, often using specialized equipment, and including retail or online copy shops. Academic and journal publishers and presses are not included in the scope of this policy.

Participation Agreement:

A legal agreement between the University and an External Print Vendor that governs the terms and conditions for delivering Essential Print Projects.

Purchase Order:

A legal document that governs transactions and properly protects the department and University. The terms and conditions specify each party’s rights and obligations.

Quick Print Project:

A print project that can be delivered through a local or online retail copy shop or desktop printer (e.g., flyers, posters, labels, note cards, table tents, name tags, class handouts, syllabi, etc.) and costs less than $3,000 to produce.

5.0 Responsibilities

All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure compliance with it.

Originators of print projects: All individuals to whom this policy applies are responsible for becoming familiar with and following this policy when submitting, paying for or completing print projects.

Office of University Communications (OUC): Governs the External Print Vendor Program and ensures that External Print Vendors provide print solutions that align with the University goals as stated in the Policy Statement.

Strategic Purchasing, Contracts & Insurance (SPCI): Reviews purchase requisitions for compliance with the University’s competitive bid requirements and to ensure business process in Workday have properly routed for approvals.

6.0 Consequences for Violating this Policy

Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff and faculty) disciplinary procedures.

7.0 Related Information

Brown University is a community in which employees are encouraged to share workplace concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).

The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.

7.2 Related Procedures

7.3 Related Forms

7.4 Frequently Asked Questions (FAQs)

7.5 Other Related Information

N/A

Policy Owner and Contact(s)

Policy Owner: Senior Vice President for Communications

Policy Approved by: President

Contact Information:

Associate Vice President for Marketing Communications, Office of University Communications Email 401-863-6262

Policy History

Policy Issue Date:

Policy Effective Date:

Policy Update/Review Summary:

N/A

 

Webpage Updated September 12, 2022