perm filename JOB[DOC,CSR] blob
sn#384536 filedate 1978-10-02 generic text, type C, neo UTF8
COMMENT ⊗ VALID 00017 PAGES
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C00001 00001
C00003 00002 .require "fonts[1,cjs]" source file
C00004 00003 .<<introduction>>
C00011 00004 .<<assign report no.>>
C00016 00005 .<<insert a log page here>>
C00023 00006 %3MAKING THE COVERS%1
C00035 00007 %3ORDERING HARDCOPY %1
C00040 00008 %3ORDERING MICROFICHE%1
C00044 00009 %3PREPARING AN ABSTRACT LISTING%1
C00055 00010 %3MAILING AN ABSTRACT LISTING%1
C00058 00011 %3I. DISTRIBUTING REPORTS%1
C00063 00012 %3AGENCY DISTRIBUTION%1
C00068 00013 %3LIBRARY POLICIES%1
C00071 00014 %3TRANSMITTAL OF DEPARTMENTAL COLLECTIONS TO CASHIER%1
C00075 00015 %3BUDGET STATEMENTS%1
C00077 00016 .<<classnotes>>
C00081 00017
C00083 ENDMK
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.require "fonts[1,cjs]" source file;
.PAGE FRAME 45 HIGH 80 WIDE
.AREA TEXT LINES 1 TO 45
.font 1 "metm"; <<regular text>>
.font A "CLAR40"; <<chapter headings>>
.font B "FIX25"; <<computer talking>>
.<<introduction>>
%3INTRODUCTION%1
.skip
~The primary function of this position is to coordinate the publication and
distribution of the technical reports and classnotes arising from the
research and teaching activity of the department. Eighty percent of the
work relates to the technical reports, which are distributed to an
international scientific community. Approximately 100 research reports
are published each year; there are 1600 people notified of their
publication by means of an abstract listing which is mailed about 8 times
per year. There are approximately 600 orders per abstract listing to
process. Requests from people not on our mailing list or requests for
noncurrent reports average 50-100 per month. Twenty percent of the work
relates to classnotes, which are sold to students through the bookstore
and to other universities and individuals by mail order from this office.
Orders from colleges typically involve 25-100 copies of one classnote.
.next page
%3TECHNICAL REPORTS: COMPUTER-RELATED TASKS%1
.skip
~You will operate a computer system (on-line equipment at the Artificial
Intelligence Laboratory) from a t.v. terminal in your office. The
Computer Science Report Distribution System is a collection of files and
programs written in SAIL that automates the distribution of technical
reports. Using a series of commands, you will update the mailing list,
process orders, receive payments, make credit adjustments, mail abstracts
(make labels) or reports (make labels and invoices), send old reports,
late and outside requests.
~How to use the system is explained in the document "REPORT.TXT[DOC,CSR],"
which follows. This system manual tells you how to get started, what to
do next, gives examples of dialog sessions, etc. The manual teaches you
how the computer programs work, but the best way to learn what you will do
is to study a sample of what goes on in a typical situation. Basically,
the computer will ask the questions, and you will give the answers. In
addition, you will tell the computer what to do with the information you
have supplied. The system was designed to make your work easy and fast.
.next page
.<<assign report no.>>
%3ASSIGNING A REPORT NUMBER%1
~You will assign report numbers to papers written by members of the
department. Do not assign report numbers to unwritten documents. Authors
request CS #'s from you when they are ready to publish a report. All
report numbers include the identifying prefix "STAN-CS." For example, the
report titled "A programming and problem-solving seminar" by Michael J.
Clancy and Donald E. Knuth is numbered "STAN-CS-77-606." The "77" gives
the year of publication. The "606" is the number you assign. Numbers are
assigned in sequence. A CS report may have another number as well. For
example, it may be jointly published as an Artificial Intelligence Memo
(abbreviated A.I.M.) or an Heuristic Programming Project Memo (abbreviated
H.P.P.). Other numbers in series (DSL, ERDA, SLAC) are assigned by other
people. Whenever there is a joint publication, you will negotiate
disposition for the department. The Digital Systems Lab publishes both
technical reports and technical notes and either can be issued as CS
reports. For example, STAN-CS-77-607 was also published as DSL T.R. 133.
ERDA numbers are assigned by the Numerical Analysis group. For example,
STAN-CS-77-615 has the Energy Research and Development number SU 326
P30-53.
.next page
%3MAINTAINING THE LOG%1
~You will maintain a log of reports which contains all relevant information
about any one report. Please study the example logsheet which follows as
its purpose is explained. As you can see, the top portion of the page is
to be filled out by you. After it is filled out, you will give it to the
person who requested the CS # for the Principal-Investigator's signature,
among other details. You will use this signature as an authorization to
charge printing and postage costs. From this sheet you will draw all the
information you need to publish and distribute a paper as a CSD report.
All logsheets are kept as a permanent history of departmental
publications.
.next page
.<<insert a log page here>>
.NEXT PAGE
%3MAKING THE COVERS%1
~You will lay out and make up the cover for all CS reports. Please look at
the sample cover which follows. You will note that a Stanford logo
appears at the bottom. Instruct the printer to use "Stanford seal" cover
stock.
~The covers are done on the system using a file called %BCOVERS.PUB[BIB,CSR]%1.
All information is centered and always
includes: title, author, report number, report date (month of publication
or month of listing), Computer Science Department [written with "expanded"
spacing], School of Humanities and Sciences, and STANFORD UNIVERSITY.
There are two variations to the basic cover, examples of which follow.
All ERDA numbers are printed in the upper-right hand corner of the cover,
as you note the cover of STAN-CS-76-585. When a CS report is published as
a Heuristic Programming Project Memo, follow the format of the cover for
STAN-CS-77-589/ HPP-77-2. Also, ther are six informal groups within the
Heuristic Programming Project [Knowledge-Based Consultation Systems,
MOLGEN, Protein-Crystallography, Hydroid, DENDRAL and Meta-DENDRAL] and
you may include a group name immediately beneath the author's name if the
author so desires. The group name is not necessary, however. A fast way
to prepare the covers is to use a backup sheet with lines for spacing and
to remember the left margins for the formula at the bottom (94,88,80.)
.next page
%3ORDERING HARDCOPY %1
~You will order hardcopy from a campus printer. Follow the checklist
at the bottom of the disposition sheet.
Usually, you should estimate printing costs before you
obtain a Principal-Investigator's signature. However, you should be aware
of the differences in pricing schedules of the various printers. You will
estimate costs for a "committment" of funds. All CS reports are printed
two-sided (to save on postage costs.) The Stanford seal cover stock is
always used. Depending on the length of the report, it can be stapled in
the corner (good for a very short report 10 pages or less); stapled in two
places; stapled in three places and trimmed with tape; or, velo-bound.
Look at old reports to get an idea of the various methods used in the
past. Remember that the regularity of the format is more important than
the type of binding.
~How do you estimate costs? Here are two price examples from our usual
printers. See price lists which follow for exact location of quo-,
tations. Let us say you have a CS report 59 pages long and you want 300
copies.
.skip
.begin nofill; select B
(1) PRICE ESTIMATE FROM SCIP PUBLICATIONS
a. printing 60 x 4.09 = 245.40
b. cover stock 600 x .02 = 12.00
c. stapling 300 x .01 = 3.00
260.40
(2) PRICE ESTIMATE FROM SEL PUBLICATIONS
a. printing = 187.00
b. collating = 81.00
c. cover stock = 24.50
d. stapling = 14.00
306.50
.end
~Please use these price lists to estimate costs in this way. The SEL
printer will send you an advance copy of the CS report for your approval.
Check the advance copy for the quality of the printing, missing pages,
incorrect pagination, errors in collating, etc. Do not give your written
approval (signature on their green slip) until the report meets your
satisfaction and all mistakes have been corrected. You will use this
advance copy to order microfiche. The SCIP printer does not provide an
advance copy, so instruct him to leave one copy of the report unbound and
you can use that copy for the same purpose. Arrange delivery of the
printed reports in the appropriate way. CS reports printed at SEL are
delivered by the SCIP courier, but you must make arrangements through the
A.I. Lab for pick-up and delivery (the A.I. Lab "shares" the courier while
the department does not.) CS reports printed at SCIP are usually brought
to your office by one of the workers.
.next page
%3ORDERING MICROFICHE%1
~You will order microfiche from Eastman Kodak Company, 915 Beach Street,
San Francisco, Ca. 94119. Your contact person at Eastman Kodak is Mr.
Don Hunsicker (415-776-6055.) Each year the department will establish a
blanket order purchase requisition with Eastman Kodak to be used by you.
All invoices will be paid by the Publications Clearing Account. However,
since microfiche costs for CS reports are to be borne by granting
agencies, costs are transferred later. When you have collected advances
for all the CS reports of an abstract listing, you are ready to order the
microfiche. cover letter to Mr. Hunsicker which includes the following
information about each document to be microfilmed:
.skip
.begin nofill; indent 10
a.##number of pages
b.##index title, i.e. report number, title of report, author card x of x,
##########month & year
c.##number of microfiche copies
d.##header color.
.end
See the following letter as an example.
Estimate microfiche costs for the listing (see sample sheet.) Determine
costs by report. Check with Mr. Hunsicker for current unit prices. There
are 98 pages that fit on one card or fiche.
.skip
.begin nofill; select B
1 - 98 pages: one master
99 - 196 " : two masters
197 - 294 " : three masters
.end
~Usually, you will order a standard number of copies, e.g. we now order 300
copies of each report. Remember that the header color of all HPP memos is
dark green. The microfiche for A.I. memos is ordered by someone else.
~Send all document originals (numbered as in your letter) to Mr. Hunsicker.
Instruct Metering Services to mail your package %2first class, certified,
receipt requested.%1 When you receive the receipt for the package, you can
rest assured that your reports arrived safely at Eastman Kodak! (Note :
Metering Services charges an extra handling fee for this kind of request.
It appears separately on the budget statement.)
.next page
%3PREPARING AN ABSTRACT LISTING%1
~You will prepare abstract listings ("Most Recent CS Reports") on
a pre-set schedule. However, you will %2close%1 your listing to new
reports after you have obtained 10. Please take a look at the
abstract listing which follows this discussion. Why do you close the listing
at 10 CS Reports? First, it costs $400-500 to mail
the listing (and about $150 to print it), so you want enough reports to
make the individual costs for each report's granting agency to be as low
as possible. Second, you cannot fit more than 10 reports on the order
section of the order form and still keep the label section blank
(necessary for U.S. postal regulations.) Third, you do not want to offer
more than 10 reports for practical reasons--it would be difficult to mail
that many reports to those people on the mailing list who ordered
everything (hardcopy or microfiche.) The listings appear about 6-8 times a
year.
~Technical typing is required if algorithms appear in the abstracts of the
reports you are listing. Prepare the listing using the system and the command
file %BABSTRA.CMD[BIB,CSR]%1. The PUB system is capable of doing any
mathematical equations you might need to do.
All abstract
originals are kept for the file, as well as copies of the abstracts
posted.
~All lists follow the same format. After the instructions are given at the
beginning of the first page, the reports are listed in order of their CS
number. The same information is given for each report: (1) report number
[if the report is an HPP memo or an AI memo, use that number instead of
the CS number], (2) author(s), (3) abstract [when you assign numbers
or when you are given a report to publish, make a copy of the abstract for
the log. Note: when you type algorithms, it is better to type them
double-spaced. Every time a mathematical symbol is used, skip two spaces
before and after it appears so that it stands out clearly], (4) number
of pages in the report, and (5) cost of hardcopy [the cost of each
report is based on the formula $1.70 + .028/page. You will assign the
prices (use the calculator) when preparing the listing. Round prices to
the nearest nickel. When only microfiche is available, indicate that fact
here.]
~Sometimes you will use the abstract listing to make special announcements
about reports that have been revised (see the listing included) or
about reports you wish to sell (see the listing included).
~The Stanford Computer Science Report Order Form is always the last
page of the abstract listing. Its format is specifically designed to
match requirements of the computer-based distribution system as well as
U.S. postal regulations. Please keep in mind what happens during the
ORDERING and MAILING sessions. (You may refer to the dialog sessions in
the text documentation "REPORT.TXT[DOC,CSR].") The order form is divided
into three sections. Each abstract listing when printed will be collated,
folded in thirds, and stapled closed. The middle section includes all the
information necessary for each person on the mailing list to order the
reports he wishes. The numbers and letters of the reports named
correspond exactly to the data you will give the computer when you are
ready to mail reports. It is a good idea to mail the reports about two
weeks after the deadline.
~The bottom section must be totally blank according to the regulations for
bulk mailing. On the blank section you will affix the mailing labels
produced by the computer on the line printer. Labels for bulk mailing
(all American addresses) are placed in the middle of the blank section.
Labels for airmail mailing (all Foreign addresses) are placed in the lower
corner so that they can be seen through the "window" of the special
envelopes used for their mailing. The top section contains the return
address so that the person on the mailing list can check off the
reports he wants, staple the order form closed, attach a stamp and return
it to you for processing.
.next page
%3PRINTING AN ABSTRACT LISTING%1
~When you are ready to print an abstract listing, determine the number of
listings to print by checking your latest "DIALOG.TMP" to see how many
people are on the mailing list. Each session ends with the figure for the
total number of entries, a figure broken into the following categories:
F(free), A(automatic), N(ONR list), and M(A.I. or ARPA list.) Abstracts
are not sent to the automatic, ONR or A.I. lists. Therefore, subtract
these lists from the total number for the exact figure you need. Print a
few extra copies for your office and for future additions to the mailing
list who might be interested in "past" listings. Then prepare
instructions for Reprographic Services, where you will have the listings
printed. Always include a sample of an old abstract listing when you are
ordering a new one so that the printer has something to refer to. Allow
5-7 working days for the printing. Special note: Instruct the printer to
staple exactly as you have indicated. You want the staple to be located
at the bottom of the blank section so that the machine that meters bulk
rates will not open or destroy the listing. Correctly stapled, one side
of the listing will show the top of the order form, and the other side
will be blank (see example.)
.next page
%3MAILING AN ABSTRACT LISTING%1
~You will attach the mailing labels (printed at the A.I. Lab) to the
abstract listings as described previously. The mailing charges are to be
divided among the granting agencies sponsoring the publication of the
reports. You will compute these percentages according to the information
you have collected on your logsheets (use the calculator.) Here is the
procedure to follow:
.skip
.begin indent 10,15,10
1.##List each report that appears on "Most Recent CS Reports"
in a column.
2.##Opposite each report, indicate which university accounts
are to be used for postage costs. List both accounts if
two are provided (include specified percentages.)
3.##Divide 100 by the number of reports to see what α% each
report's postage will be. Subdivide accordingly.
4.##Add the α%'s for each grant listed.
5.##Prepare an Interdepartmental Request to state exactly how
mailing costs for all pieces are to be divided.
.end
%3NOTE:%1##Abstract listings mailed bulk rate are
not likely to reach their destination for 2-3 weeks. In 1977 we conducted
an experiment to see if mailing our domestic listings "first class" would
make any difference to our distribution system. We mailed the February
listings bulk rate for $395.67. We received 224 orders, mostly in the
fifth and sixth week after mailing. We mailed the April listings first
class for $478.60 and received 278 orders, mostly in the second and third
week after mailing. However, as long as we continue to mail our reports
two weeks after the announced deadline, there is no point in sending our
domestic listings first class. The turnaround time for each listing (from
the time the listing is taken to the printer until reports are sent) is 8
weeks.
.next page
%3I. DISTRIBUTING REPORTS%1
~The disposition of every CS report is determined by its granting
agency. Since sponsorship varies with each report, the exact distribution
will vary also. However, if you keep in mind where you will always send
the reports, the procedure is routine. All reports are distributed in
these four areas (in order of sequence):
.skip
.begin nofill; indent 10
1.##author
2.##granting agency (discussed in detail in next section)
3.##other requests (students)
4.##mailing list
.end
~Of course, as a practical matter, it is easier for you to standardize
how you distribute the reports than to change your methods with each
listing. However, how you distribute the reports is up to you--as long as
the reports are sent where required. The following routine is suggested:
.skip
.begin indent 10,0,0
1.##When the report is returned from the printer, count out the number of
copies to be given to the author(s).
2.##Count out the number of reports to be sent to a granting agency, e.g.
if the CS report is sponsored by ERDA, count out 7 copies to set aside.
3.##People not on the mailing list (students and visitors) receive their
copies separately. First, you must count the number of requests for each
report. Second, you must make labels for these requests. The number of
"other requests" is entered on the logsheet for each report.
4.##Invoices and labels for the big mailing are made by the computer. You
will enter a figure "available for distribution" with the MAIL program.
Because no invoices are generated for the automatic, ONR or A.I. lists, it
is somewhat easier to stuff these envelopes first and set them aside. You
will know what reports to use for each list by checking your logsheets.
The automatic list receives everything in hardcopy from each listing, so
jet-packs are used instead of regular manila envelopes. The ONR
distribution of reports is slightly irregular [20 hashcodes get 1 copy
each, 2 hashcodes get 2 copies each, 2 hashcodes get 6 copies each]. The
A.I. list includes all HPP and AI memos. After the big mailing, you will
count the number of hardcopy reports left. This number will be entered
into the computer system for the SEND program. For your own convenience,
the number of microfiche copies can be taken from the "DIALOG.TMP" of the
day you mailed reports. A final note: you will keep a record of your CS
report distribution on disposition sheets (example follows.)
.end
.next page
%3AGENCY DISTRIBUTION%1
.skip
.begin nofill; select B
AGENCY COPIES INCLUDE SHIP TO
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
ERDA 7 insert Mrs. T. Oji
Contract Services Division
Energy Research & Development Administration
1333 Broadway
Oakland, California 94612
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
NASA 3 nothing NASA Scientific & Technical Information Facility
Post Office Box 33
College Park, Maryland 20740
1 nothing NASA Headquarters
Attn: New Technology Representative
Code: KT
Washington, D.C. 20546
4 nothing NASA Headquarters
Attn: Information Sciences Branch Chief
Code: RRK/RAK09
Washington, D.C. 20546
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
ARPA 3 insert Director
Advanced Research Projects Agency
Attn: Program Management
1400 Wilson Boulevard
Arlington, Virginia 22209
12 insert & Defense Documentation Center
NTIS card Cameron Station
Arlington, Virginia
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
NSF 3 nothing Technical Monitor
Division of Mathematics & Computer Sciences
National Science Foundation
1800 G Street
Washington, D.C. 20550
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
ONR 36 insert these people are already on the automatic
mailing list for CS Report distribution
12 insert & Defense Documentation Center
NTIS card Cameron Station
Alexandria, Virginia
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
ARMY 3 insert United States Army Research Office
Box 12211
Research Triangle Park, North Carolina 27709
12 insert & Defense Documentation Center
NTIS card Cameron Station
Alexandria, Virginia
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
IBM 6 nothing give to the P.I.
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
Note: please see the sample forms which follow.
.end
.next page
%3LIBRARY POLICIES%1
~It is the policy of the Computer Science Department to exempt libraries
from payment for hardcopy. You will always change the billing category of
any library to free whenever you are asked to so so.
~All letters requesting such status should be given to the Computer Science
Department Library, where records of all agreements are kept. If the
Librarian believes that any particular library deserves "AUTOMATIC"
status, he will let you know. The Librarian has certain guidelines for
automatic reciprocal exchange agreements, for example, the quality or the
frequency of reports an institution could supply.
~When a library requests to be placed on the mailing list, you will send a
form letter which explains our policy and gives instructions for ordering.
~%3NOTE:%1##Business libraries, like college
libraries, will not be charged for reports unless they so request.
College libraries which are on the Automatic List should not be on the
Free List as well. The number of college libraries or the number of
persons on any campus who receive reports free will be decided by the
committee chairman. College libraries that charge us for reports will be
charged also. The CSD Library will inform you of such cases. A
clarification of the free billing category will be included on each
abstract listing with the information to request reports.
.next page
%3TRANSMITTAL OF DEPARTMENTAL COLLECTIONS TO CASHIER%1
~All checks that you receive for payment of CS reports are recorded in
the receipt book. See sample which follows. ALWAYS indicate residency
(Ca. sales are taxed) and ALWAYS note the hashcode. When you receive
checks from people not on the mailing list, note the hashcode as #99999.
When you receive checks for reports not sent through the system (office
sales or donations), no hashcode is used. The sheets of the receipt book
are prepared in triplicate. The original is thrown out, the yellow copies
are kept for the department, and the white copies are returned to PBR.
~Please note that (with the exception of office sales and donations), all
payments are then recorded in the computer system. See example of a
session with RECEIVE in the "REPORT.TXT[DOC,CSR]." The computer will ask
you for a hashcode, verify that the hashcode matches the name of the
individual from whom you have received a payment, and concludes the
transaction by asking you for the amount received (or amount + or -, if an
accounting adjustment.)
~Twice a month, you will prepare transmittal of departmental collections to
cashier sheets. See example which follows. Do the following arithmetic:
.skip
.begin nofill; indent 10
A.##Total CA (CA checks + cash)
B.##Total others
C.##Multiply CA by .06103
D.##Subtract (C) from (A)
E.##Add (D) and (B)
F##Add (A) and (B)
.end
~Record the following information:
.skip
.begin nofill; select B
Name Number Amount
Publications Account 1-FCZ-107-94647 E
Sales Tax Account 0-ZZZ-001-51721 C
-------
TOTAL F
.end
~%3NOTE:%1##Endorse checks that are made out to you. Stamp them with the "For
deposit only" stamp. Enclose two calculator tapes which show your
addition of the checks. Count the checks and circle that number on the
tapes. Show 0* at the beginning of your tapes to show that the calculator
was cleared. Make a copy of the transmittal sheet for the department, and
make a copy for yourself. Prepare separate sheets for any money not sent
in American currency.
.next page
%3BUDGET STATEMENTS%1
~You will check the budget statements of the Publications Fund, identifying
postage and freight charges, microfiche charges, incoming monies, etc.
Make a copy of the monthly statement for yourself, and return the original
to the department.
.next page
%3MICROFICHE COSTS%1
~When a microfiche charge appears on the budget statement, you will prepare
a transfer of expense form (see example which follows) to allocate
microfilm and microfiche production costs to appropriate accounts. You
will calculate the cost of each report and figure the amounts to be
transferred from the invoice you receive from Eastman Kodak.
.next page
%3M. MONITORING COSTS%1
~After each big mailing, prepare a status report (see example which
follows.) Record all costs on the logsheets for the permanent record.
.next page
.<<classnotes>>
%3CLASSNOTES%1
.skip
~You will coordinate the printing and sale of classnotes with the
departmental secretary. What classnotes are printed depends on what
classes are being taught in any given quarter. Classnotes are sold to
students through the bookstore and to other individuals and institutions
by mail order from your office. Classnotes are published for the use of
our professors in their lectures and not actually intended for resale at
other universities. Nevertheless, you will maintain an inventory of past
classnotes. Only those classnotes that are being used in a particular
quarter are sold at the bookstore. All others are sold from your office.
Many of the same procedures used in publishing technical reports are used
for publishing classnotes, e.g. the printing (determining where, how
many, when), the keeping of records (recording sales in a receipt book,
preparing transmittal sheets), etc. However, the distribution of
classnotes is not computer-based, so the procedures are different.
~You will fill mail order requests individually. Each sale is invoiced
separately. Postage or shipping costs are added to the unit prices. The
CSD will not exchange or issue credit for returned publications and is not
responsible for damages incurred in shipment. For large shipments, you
will act as the liaison with Traffic (Logistics) for the department. (The
department has established a blanket order purchase requisition with
Traffic to handle the mailing of boxes.)
~You will prepare and post lists of classnotes and manuals currently
available. Also, you will prepare a yearly record of sales. You will
keep files of pending invoices and follow up on delinquent accounts. One
copy of each classnote is kept for the departmental archive.