Ordering Process
Overview
We follow a set process for all orders, including apparel and promo items, large-format, and print collateral.
To keep things simple, please start all orders through us and allow us to handle vendor communication.
Step 1: We help you select an item based on your needs and budget.
- Advance notice for all orders is recommended to account for the manufacturing timeline.
- Some products can take 1-2 months so please plan accordingly.
- We follow specific processes for each vendor and we need to initiate each order.
- Please contact us for all orders FIRST and do NOT contact vendors or order without us.
Step 2: We get ask the vendor for a cost estimate and send to you for approval.
- Please do not request a quote unless you have prior approval to make the purchase.
- We will wait for your approval on the quote before proceeding.
- Quotes are only good for 15 days.
Step 3: We design the artwork. We send you a draft for to review.
- We will incorporate your changes.
- We will send additional drafts as necessary.
Step 4: We send the artwork to the vendor.
- You will be CC’ed on this email.
- Please do NOT create an additional email chain.
Step 4: We review the vendor’s digital proof and send it to you for final approval.
- A proof is the final artwork you must review closely before it goes to production. You must proofread the artwork and have other team members look at it.
- An approval certifies that the proof is error-free, completely final, and approved for production.
- No changes may be made after this step.
Step 5: The vendor requests approval from UT System Licensing.
Step 6: The vendor requests payment.
- ProCards are strongly recommended.
- Checks will cause DELAYS because vendors will not manufacture items until payment is received.
Request Details
- What item would you like?
- How many would you like to order?
- What text or artwork would you like? (Logos are always included.)
- For apparel and promotional items, what color item would you like?
- For apparel and promotional items, what color imprint would you like on the item?
Order Details
Addressee / Order Contact:
Department
Phone
Email
Shipping Address:
Addresses must be formatted like this, per Central Receiving:
The University of Texas at Arlington
Department Name
Recipient Name
Box Number
1225 W. Mitchell St.
Arlington, TX 76019
Payment Details
The person responsible for payment must follow the vendor’s process to pay for the order. Most vendors have a digital platform to pay invoices. Our team does not bill to accounts or process payments.
Buyer / Payment Contact:
Department
Phone
Email
What payment method will be used? (ProCard)
Are University funds being used to pay for this? (Yes)
Will these item(s) be resold? (No)
What is the intended use for the item(s)?
Artwork Details
We fill this out for you.
Artwork Contact and Approval: OLCCreativeServices
Account Number or Unit Name:
Item:
Quantity:
Size:
Finishing: (4/4 or 4/0)
Imprint color:
Imprint location:
Item color:
Artwork:
Timeline
We require two weeks‘ notice to schedule work.
We start when we receive the final text and elements.
Vendors may need more advance notice.
Learn more about our process.