UBC Stationery Guidelines

These stationery guidelines were created to communicate a consistent image for UBC and to reinforce the UBC Brand. They apply to the following items: business cards, departmental letterhead, and envelopes.

Please read the following before ordering UBC stationery.

Who Can Use Official UBC Stationery

Only full-time UBC faculty and staff are authorized to use the UBC stationery templates. Undergraduate students, graduate students, and part-time students are not permitted to use official UBC stationery.

Who Can Order UBC Stationery

A UBC employee with authority to purchase UBC stationery must register for an account prior to ordering. Within 24 hours of registering you will receive a unique User ID, a password, and information on how to access the Stationery Web Ordering Portal.

Note: Check your junk email folder if you haven’t received this information within 24 hours.

How to Pay for UBC Stationery

A departmental speedchart is required to place your order. The billing information will be uploaded to the UBC finance system and the invoice will be paid from the speedchart provided.

Note: You must have signing authority or have received authorization from the person with signing authority on the speedchart to order. The authorizer’s name must be included at the time the order is placed.

Faculty and Staff Stationery Templates

A stationery template for faculty and one for staff are available online, and each template is identified on the ordering form. Please be sure to select the correct template. Note: If you order stationery for both faculty and staff in your unit, you will need to select “Both” when you register.

Changes to Your Order

It is important to thoroughly review your information before completing the transaction. Once your information is entered and you submit your order for proofing, you will have the option to print or email a PDF proof for review and approval. You have to approve the PDF to finalize your order. Once you have completed your transaction, the order is complete and you will be billed.

How Long Does it Take to Receive an Order?

On average, expect to receive your order in five to eight business days. Stationery will be delivered directly to your department through Campus Mail. Note: If you require your stationery sooner than five to eight business days, please contact XGS for rush pricing and delivery details.

The Relationship Between Xerox Global Services (XGS) and Data Group

XGS has partnerships with preferred vendors, such as Data Group, and is responsible to UBC for the overall management of service, quality control, and cost savings for all UBC stationery. XGS and Data Group are the only approved suppliers of UBC business cards and stationery; no other printer has been supplied with the authorized template. Note: Business cards and stationery printed by other means are not official UBC stationery and the university will not approve the funds regardless of the funding source. This applies to the entire catalogue of stationery items.

For questions related to UBC stationery, contact Xerox Global Services at 604.221.4244 or dms@xerox.com.

How to order