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Print Policy

All printed materials intended for external audiences should be reviewed by the Office of Public Relations & Marketing or its subsidiary, Creative Services.

Just as certain university departments and offices are tasked with carrying out their specific designated duties in their respective fields, the University Press is our campus resource certified in the management and operation of the university document production services. All university departments and offices are required to channel their printing and duplicating services through the University Press, whether items are printed in house or outsourced externally through one of our approved printing vendors. This coordinated program promotes economy and efficiency, both in time and in ensuring conformity and compliance in printed mediums to the University’s brand management/marketing objectives. It is critical that SWOSU’s branding remain consistent and cohesive throughout ALL material distributed on behalf of SWOSU and its organizational bodies, internally and externally.

All printing and copy jobs are to be referred to the Manager of University Press for fulfillment. Printing and copy services are available to students, faculty, and staff when such service are required in line with assigned university functions or class work. Personal services not directly related to these functions or to class work are not an authorized obligation of University Press but will be accommodated as scheduling allows. Contact the University Press for an estimate and/or job evaluation.

All print and/or copy services are done on a first-come, first-served schedule and must be accompanied by a purchase order unless prior payment arrangements have been made. Jobs cannot be processed without a purchase order or payment. For layout or design work, all images, graphics, photos, text and reference samples should be brought in or sent in for review. All text should be sent digitally. Print and/or copy jobs will be delivered or you may request to pick up upon completion. An invoice will be provided.

File Submission

Print ready files can be uploaded as a PDF, PSD (flattened), JPG, TIFF or EPS to the University Press. These files must be at least 300 DPI to size or larger and should require no editing. Instructions for basic document design can be found on our website. InDesign, Photoshop, Illustrator, Word, Excel and PowerPoint files are acceptable. The University Press is not responsible for any content formatting or special symbol issues that may occur when sending native program files. All native files must be sent with accompanying links, support files and fonts. PDF files are generally recommended. Please do not send Publisher files.


If a proof has been sent for your approval, please READ THE CONTENT CAREFULLY. Once the proof has been approved, the University Press will not be responsible for any typographical, layout or content errors. By approving the proof, you are accepting all responsibility for the content and design. If the turnaround time is limited, review your proof as quickly as possible and do not wait until right before the completion deadline. Color may vary and may not exactly match the color produced by your computer monitor. A hard-proof prior to printing is welcome and may aid in a closer color expectation.

For more information on logos, trademarks, usage and licensing with Southwestern Oklahoma State University, please contact the Office of Public Relations and Marketing or SWOSU Graphic Design.

Office of Public Relations and Marketing
p: 580.774.3063
f: 580.774.7117