Creating and Ordering Graduation Certificates

Keywords: grad certs, graduation certificate, graduation, certificate, best value copy, BVC, express check out, in store pick up, shipping, FedEx

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Purpose:

The student support specialist is in charge of creating and ordering the graduation certificates. Below are the steps on how to handle.

Create certificates

1. Download the Graduation Certificate Template to your local computer. (You can also see this folder for older samples.)

2. Create an Excel file containing columns titled "Full Name", "Program", and "Date". You can check or download this file for example. Once you've updated the list of students, refresh the Pivot table on the second tab to check the numbers. If number of students for each program is correct, proceed to the next step.

3. Watch the video below to learn how to generate graduation certificates.

4. Update and edit as seen on the demo video. Also check the output sample in the folder. Some notes: - Date field should only have Month and Year (not the full date of their graduation night) - When approved by manager, merge all program certificates to one PDF file.

5. When a program is on Week 7, start creating certificates for programs past Week 4.

6. Submit pdf files to manager to double check. If given green light, proceed with order.

Place the order

1. When manager gives you the green light, log in to https://www.bestvaluecopy.com/. If you have no access yet, ask manager.

2. Upon log in, go to My Account > My Orders and pick from previous orders, click the "Reorder" option. You'll be directed to the Shopping Cart page. Click the "Edit Job" button. (You may check screenshots below as guide.)

3. Update the Job Name and Pages. Keep all other settings. Click "Update Cart". You should be back to the Shopping Cart page.

4. Remove the previous PDF file and replace with the file you want printed.

5. Under the Estimate Shipping and Tax section, select California, ZIP is 90024, and then choose UPS Ground Delivery.

6. Based on the estimate, check how much one certificate costs. (Total Price/Total Pages) Cost should be ~¢50 a piece.

7. Proceed with the order if manager has given you green light. Otherwise, inform the manager so she can proceed with purchase. Note: Our billing and shipping address are different. Make sure that package ships to 1293 S Beverly Glen Blvd Apt 102 90024. This is the director's home address and is subject to change. Please confirm with director/manager semi-yearly.

Update

1. Once order is done, update credit card transaction in the payment tracker spreadsheet to include this transaction.

2. Afterwards, inform Danny of the estimated delivery date. Go to My Orders page and click View Order. Click Track Your Order and copy the tracking code. Go to google and check UPS delivery status. (See below screenshots)

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Requirements:

• Certificates have been thoroughly checked - no student names are missing.

• Each certificate should only cost about ~¢50-¢60 (Size is letter - 8.5"x11").

• Paper stock is 65# Laser White Cover and should have matte surface (not glossy).

• Only front side is printed on. Full color.

• Collated. No drilling, no binding, et cetera.

• Can deliver to Los Angeles California 90024.

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Placing a FedEx order

Purpose:

To guide team members in placing a FedEx print order for graduation certificates in case of delays from Best Value Copy.

1. When to Use This

Use this FedEx method only for urgent orders when Best Value Copy has delays, and you need certificates within 24-48 hours or instructed by leadership.

2. Before You Start

• Confirm how many certificates are urgently needed

• Ask for the FedEx login credentials from your manager or leadership

• Make sure the file is ready and accurate (names, format, number of students)

• Get approval from your manager or team lead before placing the order

3. Login to FedEx

• Go to the FedEx website

• Log in using the team credentials

• You’ll see the account under Danny’s name

• Under “Orders,” you can check previous orders for reference

4. Place the Order

• Navigate to Business and Marketing Essentials > Certificate

• Upload the certificate file (PDF format)

• Review file settings (refer to past orders)

• Confirm:

  • Total pages/students

  • Total cost preview (before tax)

5. Express Checkout

• Click Express Checkout

• For pickup:

  • Use the default zip code/address (based on past orders)

  • Set to in-store pickup (no shipping fee)

  • Confirm with Danny the day/time he can pick it up

• Double check:

  • Quantity = 1 only (not the number of pages/students)

  • Contact info: Use Danny’s details (refer to past orders if unsure)

6. Payment

• Click Continue to Payment

• Use the pre-saved Visa card

• If asked to re-enter, get info from your manager, Danny, or team lead

7. Final Checks & Submission

• Confirm all info: File, pickup location, contact, payment

• Only submit once you get the green light from your manager or team lead

• Once submitted, notify leadership with the order confirmation

8. After Submission

• You’ll receive a FedEx confirmation email with:

  • Order Number

  • Pickup info

  • Order summary (base price is usually $0.71/page + tax)

  • Email will go to the Admin Gmail folder. Make sure to check it

  
  

Watch the video for guide/reference ⬇️⬇️⬇️

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Updated: July 15 2025

By: SS Abigail :)

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