As spring graduation approaches, the Copy and Print Services team at the University of Houston is hard at work behind the scenes, ensuring that thousands of commencement programs are printed, bound, and delivered on time for ceremonies across the UH System.

The process begins in late March, once student registration and event planning—led by the Office of Protocol and Special Events—are largely complete. From there, CPD’s graphics and communications manager, Eric Dowding, takes the lead on designing and assembling the programs.

“These books are really for the students,” said Dowding. “They’re the main document for the whole university.”

Each of the 16 colleges receives a customized program, but all follow a standardized university design. Covers are color-coded—red for traditional colleges, white for professional schools—and feature embossed foil detailing. Inside, programs are divided into three sections: university-wide content, college-specific information, and a section from the Honors College.

Dowding uses modular design tools in Adobe InDesign to streamline the process and minimize errors. He collaborates closely with college coordinators throughout April to finalize graduate listings, making sure names are spelled correctly and include appropriate accent marks.

“I can make those changes—it’s their name, and it’s their family who will be reading it,” he said.

Once files are finalized, production manager Sami Snelling and her team take over. Depending on the volume, programs are printed either on a high-capacity color copier or the press. Covers, which are outsourced for embossing, are stitched to the interior pages in a fast-paced, three-day production sprint.

“It’s all hands on deck,” said Snelling. “We always get it out on time.”

The finished programs are boxed, labeled by college and ceremony location, and delivered in time for the big day.