Frequently Asked Questions & Tips
Please Visit Frequently as this Section will Continue to Grow
Best Practices & Information for Originals
Your Bethel Print & Copy Services Department runs an average of 1.25 million impressions per month! Consequently, we could use your help to keep the work flowing smoothly & efficiently. -This benefits not only productivity in the shop, but ultimately you, the customer. We ask you to keep in mind the following tips when requesting work from our department. Whenever it is possible we will do everything we can to meet your needs, if you have questions please give us a call 683-6900.
Help Files:
How to order from your folder (click to view PDF)
Folder Names (click to view PDF)
FAQ
1. Staff Folders
If you go to your My-Bethel (using FireFox only)
Then on left side click on "Printshop" (4th section down)
you want to go to the folder that represents your last name -Smith would be "S"
and inside that folder will be your specific folder.
2.
TIPS
1. Originals
Always provide originals whenever possible- not copies.
2. Use Black Pen
Do not use pencil or blue pen on material to be copied. When you add handwriting on your originals, use black ball point pen or black marker.
3. Color Originals & Scotch Tape
Originals from a color printer are pretty to look at but sometimes reproduce poorly. Please remember originals from a color ink jet printer may work, but if the image on the paper is bit washed out, we will not be able to darken that image when we go to print your order. If you can furnish us a PDF digital file, we print directly from you original digital file. Note to MAC users: do NOT save your file in PRINT PREVIEW. This type of PDF will look fine and act fine but often prints out in gibberish. If you have trouble you can also save a high resolution jpg or print out single side copies of your job and have them scanned at the Printshop. Call if you have questions.
Refrain from using Scotch tape over the copy. The tape may show up on the print. Please don't tape pages together either, use a paper clip. Numbering the back of your originals is helpful. Also be careful with glue &
rubber cement.
4. Allow Enough time for Changes
Allow for extra time for jobs which require typesetting (including changes to existing forms), color copying. Special binding & any type of hand assembly.
5. Be Clear
Mark Clearly any changes to be made & make note of them in the "special instructions" area of the work order.
6. Collate & Staple Information
If you don't mark collate & staple on your work order then it will not be done.
7. Plan Ahead
It's always best to reorder early instead of waiting until you've run out.
8. Fill Out Work Order Completely
Fill out all areas of the work order COMPLETELY. If instructions are very involved, please send a sample of how you want your finished product to be reproduced.
9. Due Date
Specify a due date. DO NOT use ASAP. Jobs without a due date have the least priority. If you need your order back in 24 hours - that is our goal! But if you don't, please help us out by noting what specific date you would like on your order.
10. Multiples Jobs on One Work Order
One work order may be submitted for several jobs when the same stock is being used.
11. Originals
Count your originals! Each printed side of each sheet is considered one original.
12. Finished Copies
"Number of finished copies" means the number of letters, cards, books, brochures, etc. that you want to end up with.
13. What Happens when My Job is Cut
You have your job (5.5x8.5") on your page 2up. You would like 200 finish copies and your not sure how to write it on you work order. Your best bet is to give us as much information as you can under QUANITY NEEDED put 100 because that is the of 8.5x11 FULL sheets we will print. Check Cut and in the SPECIAL NOTES section please put I would like a total of 200 finished copies. If your not sure how many FULL sheets you need write in the SPEICAL NOTES section how many copies you would like to end up with and we will do the rest.
14. Estimates
Cost estimates are available please call our office, 683-6900. If you get voice mail, please leave a detailed message and will call you back with an estimate.
15. PTA & Non-Profit
Yes, we do work for PTA's, departments & nonprofit organizations. (The cost will be less than an outside shop).
16. Large Orders
If you have a large project to do, it is always best to include us in your planning process. We can often provide assistance to make that large task go much smoother & end up looking great.
17. Large Orders Require Proper Planning & Preordering Paper Stock
Other than 20#, 8.5x11 white stock we do not keep large quantities on hand in the shop. Call ahead so we can get the right material ordered so it will be in the shop when your job is ready to be printed.
18. Bulk Mailing
Yes we do bulk mailing, we would like to be notified when you plan on doing a mailing so we can schedule the time for the process. Our steps are: we receive the job, print it, fold it, stuff it, tab it for mailing (or stuff envelopes) then address it & bring it to the Post Office.
How to Get the Quickest Turn Around
1. Use white paper
Our goal is to get orders printed on white paper done in 24 hours or less.* White paper is always in the press, so it prints as soon as it “hits” the print queue. Once all the white paper orders have printed an operator stops and puts each color into the machine as needed. This is why jobs requiring stock other than 20# 8.5” x 11” white may take an extra day in the shop. *24 hr turnaround is for routine orders with classroom counts. Large orders or orders for full unit/themes/chapters or assessment tests may take 2-3 days.
2. Re-order from your Printshop Folder
Re-orders from your Printshop Folder get first priority when done on white paper. Processing time is less, so you get your copies sooner and you save time because you don’t have to find your old originals. See below for instructions on how to do this.
To see what is in your Printshop Folder, go to your “My Bethel” page (using FireFox web browser) and Choose “Printshop Folders” from the essentials menu. Find your folder under the first initial of your last name. Write down, (on a Printshop Work Order) the exact title of the copy job you want to re-order and scan the work order to Printshop folder@bethelsd.org If the print job you need is not in your own folder, be sure to note the name of the folder it is in.
If you send your job as an e-mail attachment, be sure to include: Your name, location or school, account code, quantity needed, as well as the exact name of your re-order and any paper color or info we may need to know.
You can not edit the contents of your folder from your computer, but you can print out what you see. Then just make notes as to what you want to delete or move into folders and send it into the printshop. We will make the revisions for you.
3. Please be sure to fill out all areas on the new work orders
If your work order is missing vital information, we need to call you, which delays your order. Be sure you include: Your name, location or school, account code, quantity needed, print on one side or front and back, the size and color of paper, do you need the pages collated, stapled or punched? If you’re ordering HM or EDM units, be sure to note your grade level and unit needed. If sending an e-mail attachment, be sure to include all of this information in the text of your e-mail and send it to Printshop@bethelsd.org
4. Order only one theme or unit at a time
One theme/unit of materials can take 40 to 50 minutes to process and print because there are often several different parts to each. If one customer orders several units/themes way ahead of the time they need the materials, then we don’t have the time to get daily classroom materials to everyone else in a timely manner. Please allow 2-3 days when ordering a complete unit or theme.
5. Scan in your order or attach a PDF file
Scanning in your order on the office copier automatically converts it to a PDF file and sends it as an e-mail attachment to the Printshop. If attaching a file to an e-mail order, convert it to a PDF if possible. Adobe 5.0 compatible files work best. If we have trouble printing your PDF, your order may be delayed. If we need to convert a Word or Microsoft file to PDF, we charge $5.00 and it may not print exactly the way you sent it, depending on the fonts used.