Print Services

Do you have your Welcome and Invitation email from Staples?

If not, or if you have trouble registering your account, please email Print.Shop@napavalley.edu.

If yes, you may find this Ordering Guide video helpful. Napa Valley College Print Portal Ordering Guide.mp4

Staples Email example:

Other News:

• A new color multifunction device will be installed in Building 1000 (Faculty Offices) to help support exam printing and other instructional needs. We hope to have this installation complete by 8/21/26. Stay tuned for other updates on Phase 2 Fleet Upgrades.

EXAMS - How will confidential materials, such as exams, be handled?

1. Email a print-ready file directly to both Oksana MacDonald (oksana.mcdonald@staples.com) and Scott White (scott.white@staples.com). Include a PO number.
2. Staples will review the request and provide an estimate for approval.
3. Once the estimate is approved, Staples will prepare and send a proof for review and approval.
4. Production will begin only after the proof has been approved.
5. Completed materials will be packaged securely in protective wrapping and shipped separately to maintain confidentiality throughout the delivery process.

• We recognize that the turnaround time for confidential materials is longer than standard print jobs and are actively working with Staples to improve the process.

Faculty with urgent testing needs or questions regarding confidential instructional materials should contact the Print Services Team at print.shop@napavalley.edu before submitting a request.

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BUDGET CODES FOR PO’S – What codes should I use for Staples PO’s?

Object Codes for Print Services

• 55891 - Marketing & Advertising
• Flyers
• Posters
• Brochures
• Advertisements
• Mass mailings
• Promotional marketing materials
• 54510 - Office Supplies
• Envelopes
• Letterhead
• Stationery
• Business cards
• 54310 - Instructional Supplies - Not Student Materials Fee Funded
• Printed materials used for instructional purposes in Credit, Non-Credit, or Contract Education courses
• Use this code when the materials are not funded by a course materials fee
• 54320 - Instructional Supplies – Student Materials Fee Funded
• Printed materials used for instructional purposes that are funded through a course materials fee
• Generally applies to materials distributed to students in Credit, Non-Credit, Contract Education, and Community Education courses
• 55849 - Promotional Items
• Promotional products such as giveaways, merchandise, and specialty items. Must be NVC branded.
• These items are generally not produced through Print Services via the portal but you can email for an estimate.
• 54590 - Other Supplies
• Use when none of the above categories apply

Print Services Update July 30, 2026

FAQ

When will I receive my account invitation and training materials?
The latest estimate is that employees will receive a “Welcome” email and training material on Monday, August 3rd.

How will confidential materials, such as exams, be handled?
Napa Valley College has confirmed that Staples maintains a separate process and production facility for confidential materials, including exams and other sensitive instructional documents. To ensure confidentiality, these jobs will generally not be submitted through the standard online portal. Instead, faculty and staff will be directed to submit confidential print requests through a designated process coordinated with the College's Staples account representatives.

Printed confidential materials will be packaged separately and securely for delivery. Current plans call for these items to be wrapped and shipped independently from standard print orders to maintain confidentiality throughout the production and delivery process.

Faculty with urgent testing needs or questions about printing confidential instructional materials should contact Print.Shop@napavalley.edu for assistance before submitting the request. This will help ensure appropriate handling, security, and turnaround times.

This process is intended to provide the same level of care and confidentiality that faculty previously received through the NVC Print Shop.

Do I need a Purchase Order (PO) before placing print orders with Staples?
Yes. Departments should establish a Blanket Purchase Order (BPO/PO) for print services. Similar to Office Depot purchasing, the PO can be used to cover anticipated printing needs.

Should I create one BPO for the year or multiple BPOs?
A separate BPO should be established for each budget code string being charged. For example, if printing expenses will be charged to both grant and general fund budgets, separate BPOs may be needed.

What vendor information should I use?
Staples Vendor ID: #0423729

What object code should I use?
The object code depends on the purpose of the printing:

• 55891 - Marketing & Advertising: flyers, posters, brochures, advertisements, mass mailings
• 54510 - Office Supplies: envelopes, letterhead, stationery, business cards
• 54310 - Instructional Supplies: classroom materials for courses WITHOUT a materials fee
• 54320 - Instructional Supplies Material Fees: classroom materials for courses WITH a materials fee.

Are budget codes changing because of the Print Services transition?
No. Existing budget coding practices remain the same.

Can I compare paper types and print options before ordering?
The Staples platform allows users to select print specifications and options. Additional information, examples, and ordering guidance will continue to be shared as departments become familiar with the system.

What is the standard turnaround time?
Standard turnaround time for most print jobs is approximately four business days. Rush services may be available for qualifying projects.

Where will completed orders be delivered?
Print orders are delivered to the College's Warehouse, Building 4000, and distributed across campus through established delivery processes.

Will departments need to purchase paper for campus copiers and printers?
No. Paper for campus copier and printer operations will continue to be provided through existing Facilities Services processes. Continue submitting paper requests through SchoolDude.

What if my department exceeds the amount on its BPO?
Departments are responsible for monitoring available funds and budget balances. Questions regarding budget adjustments should be directed to Fiscal Services before additional orders are placed.

Is there an approval process in place through the platform?
No. In the interest of as soon as possible campus access to print services, this and other system refinements remain under discussion. We expect to have the ability to copy admins and Budget Cener Managers with invoices soon.

Who should I contact with questions or unique printing needs?
Contact the Print Services Team at: Print.Shop@napavalley.edu

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Print Services Update July 7, 2026

Phase 1: Transition to Staples Print Services

The on campus Print Shop is currently closed and Napa Valley College's account with Staples Business Services is expected to be available on July 16, 2026.

You will receive an invitation to set up an account and other details will be shared with campus once the Staples platform is available.

Staples Business is an approved vendor within Colleague. Departments are encouraged to establish purchase orders in preparation for using the new service. Existing account codes will remain the same, and pricing for submitted templates has been generally comparable to fees previously charged through the NVC Print Shop. Standard turn around time is 4 business days.

Need Printing Before Mid-July or Have a Complex Print Project?

If you need assistance placing a print order before Staples Business Services goes live, or if you have a large, complex, or time-sensitive print project, please contact: Print.Shop@napavalley.edu.

Our team can help evaluate your printing needs, discuss lead times, and assist with placing orders through a temporary ordering process during the transition.

Also Coming Soon

NVC is actively exploring additional Staples services available through the Foundation for California Community Colleges (FCCC) contract to enhance business services and expand printing options, including:

· Print-to-mail services

· Banners and marketing displays

· Large-format posters

· Additional marketing and promotional materials

Thank You, Rick!

Thank you to everyone who expressed appreciation and support for Rick Foley as he begins his retirement. Rick's dedication, professionalism, and exceptional service to Napa Valley College have made a lasting impact on our campus community. We wish him a happy and well-deserved retirement.

Questions?

Print Services Team Email: Print.Shop@napavalley.edu 

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Memo to Faculty & Staff June 2, 2026

On behalf of the Print Services reorganization workgroup, thank you to those who were able to make time to complete the Print Services Assessment survey. We received over 75 responses about the Print Shop, on-campus copiers/printers, and departmental needs.

Our plan addresses the areas of most concern (turnaround time, specialty jobs, cost, and customer support) and will be implemented in phases, with both short- and long-term strategies.

In mid-June, to meet the immediate needs of Print Shop users, we will implement an institutional agreement with Staples Business Services through a statewide contract administered by the Foundation for California Community Colleges.

The platform will allow users to access a web portal to submit print orders, review proofs, and view order history and costs. The standard turnaround time for orders will be four (4) days and will be delivered to Facilities Services as the central location and then delivered across campus. Rush jobs can be processed in 1-2 days and will be addressed at our local Staples store.

For those who primarily use on-campus copiers and printers, we are auditing our fleet, and some upgrades are expected over the summer. In the Fall, a wholesale fleet upgrade is planned that will likely see additional functionality in several locations (stapling, three-hole punch, color, etc.).

The workgroup will also continue to explore print services with local partners to augment user options and support our local community.

Lastly, we are evaluating the use of existing Print Shop equipment to bridge needs in August and September for faculty, particularly adjunct faculty, who tend to have rush orders during the first week of classes.

We are certain that the planned approach will advance the District’s reorganization goals to reduce institutional expenses and efficiently support classroom and business print needs.

What you should do now --

In the short-term, please place orders with the Print Shop to stock up on any office supplies such as letterhead, envelopes, and business cards.

If possible, it is recommended to order fall semester classroom materials.

The last day to place regular orders will be June 24, 2026.

Next steps --

The workgroup will roll out a shared site with FAQ’s & How To’s, Staples implementation, and other resources in the coming weeks. Presentations at Flex Day and the Managers and Administrative Assistants groups are also planned.

Please feel free to contact Print.shop@napavalley.edu with any questions or concerns.