The DJUSD Publications Office has created a new centralized printing request process for teachers to request hard copies for mailing to student households during this school closure. Below you will find information and necessary steps to complete this process.

Goals and Expectations

• All printing necessary for Distance Learning will be completed with central orders through the Publications COVID-19 Print Process

• All printing requested through this process must be submitted by DJUSD employees for use during the COVID-19 school closure

• To align with the launch of Distance Learning, no mailings will arrive at households prior to April 13, 2020

• All print requests will be mailed to households and not picked up by requester- no exceptions

• All requests through this program are billed to COVID-19 budget code

Print Request Timeline

We estimate that there will be a 4-6 business day window from the time a teacher submits an online order request to the day a student receives the packet in the mail. Printed copies will be black and white and two-sided unless there are extreme exceptional circumstances. We estimate a 48 hour turnaround from the time you receive the order confirmation notification to the time you receive an order completion notification, but as this is a new process and we are unable to predetermine the volume of initial request and estimated turnaround times.

Print Request Process

What should be included in the Teacher Packet Request?

1. Cover page with instructions to parents that may include:

   • Contents of the packet

   • Any student instructions

   • How student can submit the work (if work is to be submitted), and

   • Teacher contact information to direct student/parent inquiries

2. Packets should include two (2) weeks, or more, worth of material to limit the number of mailing requests.

Scanning Documents and Creating PDFs

If you have a document in hand or on your computer that you are ready to share, upload, send or add to a website you are going to need to convert it to an electronic document. Without a scanner on hand, there are other methods you can utilize.

• Convert your Word document to PDF- From your Word program open the document you would like to convert and click on “File” in the upper left hand corner of your screen. Select “Save As” from the extended list and choose “PDF”. Save it to your specified location and share with your intended group. More guidance on how to create a pdf can be found here.

  • • How to convert word documents to PDFs

    • How to combine multiple PDFs in to a single PDF

• Download a scanning app to your phone or mobile device to share your document as a pdf or photo file. Some well-known apps are Document Scanner App, Scanner App, Genius Scan, and CamScanner. Feel free to go into your app store and just search for “free scanner apps” to find the one that best suits your needs.

• Contact your principal for a site specific solution. There may be someone who can scan your document on site and email you the files for uploading.

Teachers must use Distance Learning Print Request Process

1. Teachers should access the Distance Learning/School Closure Print Request Form, available online through Staff Distance Learning HQ website.

2. Teachers should complete the online form with following details:

   1. 1. • Site Name

         • Name of Teacher

         • phone number and email contact

         • Number of copies to be printed

         • options of stapling and hole punching

         • List the name of students in class that need copies or state “ALL STUDENTS” if all students need the packet mailed to them.

3. Teacher will attach packet contents to the Online Form, as a single PDF or XLS document, if possible. Cover letter should be included in that single document upload.

4. Teacher will submit the completed order form online per directions on the form.

5. Teacher will receive confirmation of order receipt notification. Once the form is submitted online, teacher will receive a confirmation email that it has been received by the Publications Office.

6. Teacher will receive Order Complete notification. When packets have been printed and mailed to student households, teacher will receive an email confirming that the order is complete.

7. Packet will be mailed by the Publications Office to student households. Parents should expect the packet in the mail within 2-3 days from when teachers received the email of the print request being completed.

Questions and Help

This information, including process steps, will be available for you to access on our Distance Learning Website. If you have any questions about this process, please contact the Publications Office at Printing@djusd.net.