Stationery Policy
Ordering
Guidelines
Standard Format
Use of Department, Division, or Office name
Use of Titles
Deviation from Standard Format
Memo Pads
A standard stationery format helps SUNY Downstate project an identifiable and consistent graphic image on letterhead and on business cards.
The guidelines for letterhead, envelopes, business cards and memo pads are listed below.
Ordering
SUNY Downstate has designated Dupli Printing as the official source for letterhead, envelopes, business cards, and memo pads. Dupli has created online templates to compose, view, and order stationery products directly.
To order:
1. Click on www.Duplionline.com
2. Go to left column menu, last item on the list, and click on "Your Duplionline."
3.. Enter Downstate account code, ID, and password information as follows:
downstate
downstate
downstate
(all three "downstate" with a lower-case "d."
4. Follow the prompts to create an order, view, and approve proofs, or to track an order (when you complete an order, an "order number" will be created and displayed in the upper right hand corner. Keep this number for confirmation and tracking purposes).
5. An email is auto-sent to Purchasing (Catina Smith) to approve.
6. Send a Purchase Requisition to Purchasing (attention: Catina Smith).
7. Upon receipt of the Purchase Requistion, Purchasing will verify that funds are available, and then will authorize job production to Dupli.
Guidelines
Standard format:
The SUNY Downstate Medical Center graphic standards include such features as the use of the Center logo, the name of the institution, paper stock, ink color, and typeface. All letterhead and stationery must conform to these standards regardless of funding source and regardless of whether an outside vendor is selected to produce the material.
(paper stock: classic crest white)
(ink color: PMS 285)
(tint: 50%)
Use of Department, Division, or Office name
Only Center departments and major divisions or offices may have letterhead with the name of their unit imprinted on it. The following positions may, at the discretion of the incumbent, have stationery imprinted with their title or titles: President; Vice President; Deputy, Associate, and Assistant Executive Director of University Hospital; Deans; Distinguished Professors; and Deputy, Associate, or Assistant Vice President.
Use of Titles
Only Deans, Department Chairpersons, and Division Chiefs may, upon request, have their names included on the letterhead along with their title or titles. The other features of the letterhead must conform to the institutional standard.
Deviation from standard format
The Director of Institutional Advancement must expressly authorize the use of logos by campus-affiliated organizations or any design features deviating from SUNY Downstate’s graphic standards used by a department to market integrated services or, in his or her discretion, any other purpose which would further the mission of Downstate.
Memo pads
All faculty and personnel at or above the level of director may order personalized note and memo pads provided the design conforms to an institutional standard and funding is available.
Ellen Watson
Assistant Vice President
Institutional Advancement
x 1176
