Duplications Procedures effective 8/6/12
Dear Cabrillo Colleagues,
Starting August 6th, Cabrillo Duplications will use PrintSmith in Aptos because the duplications
equipment has become inoperable. The basic steps involved in requesting a duplications job are
similar to how things currently work, but there are some changes. This memo is to summarize
what is staying the same and what is changing under this new system. More detail is available at
the duplications website under “Policies and Procedures” at:
http://www.cabrillo.edu/internal/duplications/index.html
What’s staying the same:

Please use a “Duplications Request Form” (in word or pdf) to submit requests to
duplications@cabrillo.edu (located as a link at the above Cabrillo Duplications website).
These requests will go directly to PrintSmith for processing and duplicated materials will be
delivered to the Duplications Service Center in the mailroom 1005 (See What’s New below).

Call us for help and information at ext. 6488

Faculty and staff who are already using Print Smith for Cabrillo printing services may
continue to do so under whatever previous arrangements are in place.
What’s NEW!

The Mailroom will now also serve as the Duplications Service Center--in room 1005 (next
to the staff lounge, below the library)

Email submissions of duplications requests are preferred, but you may also drop off
Duplications Request Forms at the Mailroom/Duplications Service Center in room 1005 from
7:30 am – 7:00 pm (or in the duplications mailbox in the staff lounge).

Duplication orders ready for pick-up will be available at the Mailroom from 7:30–7:00
Mon-Fri, and 7:30–4:00 Fridays. The mailroom is closed for lunch daily 12pm-1pm.

We anticipate a 7 day turn-around time with this new relationship with Print Smith—we
hope to shorten that and get back to 4 days turnaround ASAP.
There are now THREE uses of the Duplications Request Form:
1) General Instructional Materials: For general instructional materials related to academic
courses within the 5 divisions (BELA, HASS, HAWK, NAS, and VAPA). Please complete
the form as usual, include the department, division, and course number. (Note: a Datatel
Account # or a Purchase Order # is NOT required!).
2) Readers to be sold in the College Bookstore: Same as above, but just write in
“BOOKSTORE READER” in the Comments box.
READER PROOFING: Print Smith requires that instructor’s requesting Readers that have
not previously been printed at Print Smith approve a final proof copy of the requested
Reader. Requesters of Readers will be notified by Cabrillo Duplications Department staff
when their “final proof” is ready for review and authorization at Print Smith (located at 8047
Soquel Dr., Aptos—in Aptos Village, across from Café Sparrow, next to the Bayview Hotel,
just down the street and 5 minutes from Cabrillo—open from 8:30-5:00 M-F)
3) NEW: For non-instructional duplications (everything else): To avoid delay in
processing, please have a blanket purchase order (BPO) number ready. Purchasing will work
with Program/Budget managers to set-up appropriate Print Smith BPO’s for departments
throughout the college. These orders were previously “charged back” by Cabrillo
Duplications to departments. Non-instructional duplications requests that do NOT include a
BPO will not be processed until a BPO# is in place--this will delay your request. Please
work with your Program/Budget managers to make sure a BPO is in place prior to placing a
duplications request. We realize that this is going to be the biggest change and likely be the
most challenging aspect of the new system.
If you have questions please review the duplications website
http://www.cabrillo.edu/internal/duplications/index.html
or call Mailroom/Duplications staff at ext. 6488, or contact me directly at 477-3521.
Thank you for your patience and cooperation during this transition period--it is a work in progress.
Thanks,
Michael
Michael Robins
Director of Purchasing, Contracts & Risk Management
Cabrillo College
831-477-3521
www.cabrillo.edu