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State Publications Regulations

Public document means “any annual, biennial, regular, or special report or publication of which at least 200 copies are printed with state-appropriated funds, but not including communications within an agency nor agency correspondence.”



WHAT IS A PUBLICATION?

Public document means “any annual, biennial, regular, or special report or publication of which at least 200 copies are printed with state-appropriated funds, but not including communications within an agency nor agency correspondence” (G.S. 143-169.2a).

Specifically excluded from this definition are journals and journal articles, nonprint materials, press releases, student publications, and teaching materials (e.g., lab manuals, course outlines, training guides).

The state guidelines outlined in this manual apply to all publications that fit within the above definition. The exception is the North Carolina Documents Depository System, which covers all state documents produced by state agencies regardless of the source of funding (see North Carolina State Publications Clearinghouse).

Publications that are produced with nonstate funds (e.g., paid for with student fees, advertising revenues, grants, subscriptions, etc.) are required to follow all internal guidelines. These publications are also required to follow the bid procedure outlined under Procedures for Obtaining Off-Campus Printing, but are exempt from the other state guidelines. The departments responsible for these publications are strongly urged to produce them in the most cost-effective manner.


Example: 500 copies of this public document were printed at a cost of $278.89, or $.56 per copy.

PRINTING COST STATEMENT

All public documents printed with state-appropriated funds, excluding forms, letterhead, envelopes, and those published primarily for resale, must carry the following statement:

(Total number) of copies of this public document were printed at a cost of (total printing cost), or (unit cost) per copy.

Example: 500 copies of this public document were printed at a cost of $278.89, or $.56 per copy.

Cost, according to G.S. 143-170.1, includes printing costs (labor and materials) and other identifiable costs, such as design, typesetting, and binding.

This statement usually appears on the inside front or back cover in a type size smaller than the text type. State law prohibits the mailing or distribution of any public document at public expense without this statement. Further, according to G.S. 143-170.1, Sec. 6.10, (a3), “If an agency fails to comply with this section, then the agency’s printing budget for the fiscal year following the violation shall be reduced by ten percent (10%).”

Example: Printed with nonstate funds.

University documents printed with nonstate funds must carry the following statement:

Printed with nonstate funds.


The State of North Carolina requires the use of recycled paper for publications printed with state funds.



USING RECYCLED PAPER

The State of North Carolina encourages the use of recycled paper for publications printed with state funds. North Carolina law (G.S. 143-58.2(a)) and Executive Order No. 156 proclaim that state agencies “shall maximize their efforts to purchase and use products made wholly or in part from recycled material.” According to G.S. 136-28.8 (a2), “whenever a public document that is published by an agency of this State is printed on recycled paper, the document shall contain a printed statement or symbol indicating that the document was printed on recycled paper.”


The North Carolina State Publications Clearinghouse was established by the North Carolina legislature to provide a system of distribution for certain state documents to designated depository libraries.

NORTH CAROLINA STATE PUBLICATIONS CLEARINGHOUSE

The North Carolina State Publications Clearinghouse was established by the North Carolina legislature to provide a system of distribution for certain state documents to designated depository libraries (G.S. 125-11). Joyner Library is one of the depository libraries.

Deposit of Items

Items that must be deposited with the clearinghouse include course catalogs, exhibition catalogs, journals, newsletters (but not ones sent to alumni or for fund-raising), proceedings of symposia, and student literary magazines regardless of the source of the funds covering the production costs. These items also are listed on the Semiannual Publications List, which must be submitted to the clearinghouse each year in January and July. The Department of University Publications distributes the request for completion of the Semiannual Publications List annually in May and November.

Items that must be listed on the Semiannual Publications List but not deposited with the clearinghouse include alumni newsletters, program brochures, student recruitment publications, fund-raising publications, and schedules of classes.

Items that are exempt from both deposit with the clearinghouse and listing on the Semiannual Publications List include internal administrative documents, such as interoffice memos, contracts, job announcements, minutes of meetings, calendars of events, concert/drama/dance programs, news releases, radio and TV spots, student newspapers, and student yearbooks. Also, instructional manuals that are for internal use only and not for sale do not have to be deposited or listed.

Definitions

A document is defined as “any printed document including any report, directory, statistical compendium, bibliography, map, regulation, newsletter, pamphlet, brochure, periodical, bulletin, compilation, or register, regardless of whether the printed document is in paper, film, tape, disk, or any other format.” (G.S. 125-11.6)

A state publication means “any document prepared by a State agency or private organization, consultant, or research firm, under contract with or under thesupervision of a State agency: Provided, however, the term ‘State Publication’ does not include administrative documents used only within the issuing agency, documents produced for instructional purposes that are not intended for sale or publication . . . ” (G.S. 125-11.6).

Procedures for Deposit

Items that must be deposited with the clearinghouse are required to be sent to the clearinghouse within 10 days of publication in the following quantities: sale publications, 5 copies; nonsale publications, 10 copies. Transmittal forms can be obtained from the Department of University Publications. Return the completed form with the appropriate number of copies to that office for transmittal to the clearinghouse.

A special form is required for items produced on film, tape, or disk. These items must be listed but not deposited with the clearinghouse. Contact the Department of University Publications for the appropriate form. Also contact that office for the copyright release form, which must accompany copyrighted publications.

Internal Distribution of Clearinghouse Items

Internal distribution of the undergraduate and graduate catalogs is handled by the Division of Academic Affairs, Whichard Building, 252-328-6242. Catalogs are handled by the Division of Academic Affairs, Whichard Building, 252-328-6242, and the Graduate School, 131 Ragsdale Building, 252-328-6012.

Internal distribution of the medical school catalog is handled by the Brody School of Medicine Office of Admissions, AD-52 Brody, 252-744-2202.

Internal distribution of other items deposited with the clearinghouse is handled by the producing unit.

Procedures for Title Change Notification

The clearinghouse must be notified when serial publications that are deposited with the clearinghouse are discontinued or if the title has been changed. These changes must be noted on the Publications Transmittal Form under item 8 and sent to the Department of University Publications for transmittal to the clearinghouse within 10 days after the title is changed.

Questions Concerning the Clearinghouse

All questions concerning the clearinghouse should be directed to the Department of University Publications, 252-328-6037. A copy of the handbook for the North Carolina State Documents Depository System is located in that office in Building 198, 1206 Charles Boulevard.


PRICING OF DOCUMENTS FOR RESALE

If a unit produces a publication for resale, the document should be priced on a cost-recovery basis. In consultation with the appropriate vice chancellor, the department producing publications for resale should develop a cost-recovery formula that considers the following costs:

1. Fixed costs that do not vary based on the number of copies produced:
a. Costs associated with a specific publication, e.g., writing, editing, design, etc.
b. Advertising costs, if any
c. Printing costs, e.g., plates, negatives, artwork, etc.

2. Variable costs that change based on the number of copies to be printed:
a. Labor costs associated with printing
b. Paper
c. Ink
d. Binding
e. Postage
f. Mailing supplies

Both the variable and fixed costs are divided by the number of publications to be sold. Some allowance should be made for file or nonrevenue copies that will incur printing costs but will not be sold.


UPDATING MAILING LISTS FOR PUBLIC DOCUMENTS

Public document mailing lists must be revised, corrected, and updated annually (G.S. 143-169.1). Each agency head must certify this to the director of the budget. Agency shall mean any “. . . State department, institution, university, commission, committee, board, licensing board, division, bureau, officer or official. . . .” (G.S. 143-169.2).

Public document “. . . shall mean any annual, biennial, regular or special report or publication of which at least 200 copies are printed, but shall not include intra-agency communications nor agency correspondence.” (G.S. 143-169.2) The documents must be printed with state-appropriated funds and distributed by mail.

Each June, the university attorney’s office requests each vice chancellor’s office and other campus units maintaining mailing lists to verify that the lists have been updated. The university attorney’s office sends certification of the updating to the state director of the budget by July 1. Questions concerning this policy may be directed to the university attorney’s office at 252-328-6940.

SUMMARY OF STATE REGULATIONS GOVERNING PUBLICATIONS AND PRINTING

G.S.121-4 (2) and (3) Cultural Resources—Authority to Maintain Public Documents
G.S.121-5 & 6 Public Records, Archives, Historic Documents
G.S.125-11.6 to GS 125-11.9 State Depository System, Clearinghouse, etc.
G.S.143-49 (3) DOA to Contract for Services
G.S.143-49 (5) DOA to Contract for Printing
G.S.143-52 Competitive Bidding Requirements
G.S.143-53 Rules
G.S.143-55 Requisitioning
G.S.143-58 Void Contracts
G.S.143-59 N.C. Preference
G.S.143-64.20 to G.S. 143-64.24 Use of Consultant Services
G.S.143-169 Publications Limitations
G.S.143-169.1 Updating Mailing Lists
G.S.143-169.1 Updating Mailing Lists
G.S.143-169.2 Definitions
G.S.143-170.1 Statement of Cost of Publications
G.S.143-170.2 State Publications Procedures Manual
G.S.143-170.3 Reports and Audits if Noncompliant With G.S. 143
G.S.143-170.5 Use of Alkaline Paper
G.S.143-341 (2) Purchase and Contract Responsibilities
G.S.147-45 Distribution of State Publications (Secretary of State)
G.S.147-46.1 Replacement Copies (Secretary of State)
G.S.147-48 Sale of Laws and Journals (Secretary of State)
G.S.147-49 Disposition of Damaged Publications (Secretary of State)
G.S.147-50 Publications Furnished to Certain Institution, Agencies
G.S.147-54 Printing, Distribution of N.C. Manual (Secretary of State)
G.S.148-70 Preference for Prison Industries Products (e.g., printing)

N.C. Administrative Code, Title I, Ch. 5 - P&C Rules