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Stationery Policy

Ordering

State Accounts
Non-state Affiliate Funding Sources


Guidelines:

Standard Format
Sesquicentennial Option
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


State Accounts

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 http://www.duplionline.com/index.jsp

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.

 


Non-state Affiliate Funding Sources

Downstate affiliates that do not have state accounts can order stationery from Dupli Printing through the Quick Copy Center (QCC), which will handle the transaction as a recharge. See (http://www.downstate.edu/quickcopy/stationary.html ). The Quick Copy Center is located at UHB A1-530A (University Hospital of Brooklyn basement, inside Downstate Depot, opposite Medical Records). .

To order using this method, affiliates should:

1. Follow steps 1-4 above.

2. Submit a purchase requisition to the Quick Copy Center (Box 34; Fax,3724). The requisition must identify the affiliated entiity's billing information in the "Charge to" section, be signed by an authorized signatory for that account, and reference the Duplionline Order number. The QCC will pay the vendor, and the affiliate will reimburse the QCC for the same amount.

3. When the completed job is received from Duplionline, the Quick Copy Center will invoice the DMC affiliated company. Affiliate payment will be made payable to "SUNY Account 90081500" (the QCC's IFR account).

 

 


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%)

 

Sesquicentennial Option
In recognition of SUNY Downstate's 150th Anniversary, a stationery format carrying the official logo of the Sesquicentennial has been created, and can be selected as a menu choice from Dupli's ordering menu. The guidelines for use of department names and titles are the same for Sesquicentennial stationery as they are for standard format stationery.




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