UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES

California Education Code Section 92000

UC Policy on Representation of the University on Letterhead and Business Cards, September 28, 1999

UCI Administrative Policies & Procedures

Section 700-02, Policy on Use of University Name and Seal
Section 700-03, Guidelines for Relations of University Employees with State and Federal Officials
Section 705-12, Correspondence with State and Federal Officials
Section 801, Policy on Mail Services, Shipping and Receiving

University policy governs design specifications and use for stationery, envelopes and business cards at UCI. For policies related to other printed material, refer to University Communications' Graphic Identity Standards.

A. Approved Stationery Format

1. Official University of California Stationery

The format adopted by the Office of the President incorporates the unofficial seal and a double rule enclosing the names of all campuses. The design, including the unofficial seal, typefaces, type sizes, and colors may not be altered, nor may it include photographs or additional artwork.

a. Typeface: Times Roman is the only typeface used for official University of California stationery at UCI.

b. Color: Official University of California stationery is printed in black ink. For the Chancellor, Vice Chancellors, and Chief Executive Officer of UC Irvine Medical Center, the unofficial seal may be printed in blue (only printer color blue, PMS 287).

Official University of California stationery must be used by all campus units. Questions about exceptions to the official stationery policy should be directed to the Office of the Chancellor.

2. Business Cards

University business cards may be provided to employees and graduate students who are determined by administrative or academic units to need them in the execution of their official duties. Business cards of the University must incorporate the approved unofficial seal, printed in blue, black or (for executive level only) gold ink.

3. Internal Memos

Because of computer printing and recycling, internal memo paper is rarely purchased but, when it is, a consistent campus image should be maintained.

a. Format

The name of the campus (UCI) and the office name is printed in all capital letters (Times Roman typeface, 8 point), flush right, 3/4-inch from the top of the page. It is not necessary to place "University of California (for internal use only)" at the bottom of internal memos.

b. Printing Specifications

Recycled 8-1/2 x 11, 20# white bond is used for printing internal memo paper; in black ink only. Pre-printed memo paper may be ordered through Procurement Services.

c. Recycled Paper Logo

The recycled paper logo is not to be included on stationery.

B. Identifying Information

Location of names, titles, departments and addresses on stationery and business cards is dictated by University policy. The following information may be included on letterhead stationery and business cards:

Name*
Official Title*
Department Name
Unit Name
Nine-digit Zip Code
Telephone Number
Fax Number
E-Mail Address
Internet Address


*only executive level staff on stationery

To ensure that envelopes and address formats are acceptable to the U.S. Postal Service, the top line of the return address should read: University of California, Irvine. Changing postal regulations can affect campus addresses and address formats. See Section 801-10 for further information on proper address formats.

C. Paper Stock and Recycling

1. All stationery and collateral should be printed on white paper to accommodate recycling.

a. Blue paper is no longer used for on-campus memos.

b. Manila envelopes should not be used for off-campus correspondence.

2. Letterhead and envelopes for all stationery should be printed on 24# Capitol Bond white paper stock, which is a recycled sheet. Information on ordering blank reams may be obtained from Procurement Services.

3. Recycled paper should be used whenever possible for additional collateral materials.

D. Computer-Generated Printing

1. Official stationery may be printed on laser printers, in black ink only.

a. Unaltered artwork may be used on proper paper stock. The unofficial seal is available via e-mail in various formats from University Communications for importing into compatible page-layouts.

b. Design specifications may not be altered.

2. Reproduction by dot matrix printer or photocopier is not permitted as it significantly reduces quality.

E. Collateral Pieces

Other stationery pieces have been formatted to assist offices in preparing correspondence materials in a consistently professional manner. Contact Procurement Services for information on ordering:

• Notepads
  
• Mailing Labels (Preprinted on Avery label stock #6547, with six labels on each sheet for use in printers or typewriters, to use with oversized envelopes and parcels. Service will be first class unless otherwise indicated on the label.)
• Notecards
  

F. Ordering Stationery and Business Cards

1. Letterhead and envelopes are produced via standard offset printing methods and business cards are reproduced thermographically. Approved stationery formats and order forms for letterhead, envelopes, and business cards are available online.

Order Stationery and Business Cards


2. Standard business card formats can be ordered online when using a Purchasing Card (PALCard) or Low Value Purchase Order (LVPO).

Order Business Cards Online



3. Stationery items can also be ordered using a PALCard or LVPO by sending a completed order form to:

Relief Printing/Corporate Graphics 5160 Rivergrade Road Baldwin Park, CA 91706

Contact: CGI Sales Team Phone (626) 814-8181; (800) 423-4645 FAX (626) 814-2666 E-mail cgwcs@cgintl.com

4. If a department does not use the PALCard or LVPO process, a completed order form can be attached to an approved Purchase Requisition and sent to Procurement Services, 250 Public Services, ZotCode 4530.