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JOB DESCRIPTION
PUBLICATIONS PROCEDURES AND POLICIES
Table of Contents
Page
Introduction.......................................................... 1
Technical Reports: Computer-related tasks............................. 1
Technical Reports: Production-associated tasks........................ 2
A. Assigning a CS report #................................... 2
B. Maintaining the log....................................... 2
C. Making the covers......................................... 5
D. Ordering hardcopy......................................... 6
E. Ordering microfiche....................................... 7
F. Preparing an abstract listing............................. 8
G. Printing an abstract listing.............................. 9
H. Mailing an abstract listing............................... 10
I. Distributing reports...................................... 11
J. Agency information........................................ 12
K. Library policies.......................................... 14
L. Financial records......................................... 15
M. Monitoring costs.......................................... 16
Classnotes............................................................ 17
-i-
-1-
INTRODUCTION
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.
TECHNICAL REPORTS: COMPUTER-RELATED TASKS
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.
-2-
TECHNICAL REPORTS: PROUCTION-ASSOCIATED TASKS
A. ASSIGNING A REPORT NUMBER
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.
B. MAINTAINING THE LOG
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.
Prepare the logsheet in duplicate so that you have a record of what CS #'s
are assigned for the next listing when you give one copy away for
signature. When the signature copy is returned, you may remove the
temporary copy. The blanks on the sample logsheet will be discussed as
they are numbered.
-3-
1. You will fill in the year and the report number.
2. Ask the person who requested the CS # if the report will be part of
another series, and if so, what other number it will have. Note that
number.
3. Fill in the date the CS # is requested.
4. Leave the date of the abstract listing blank until it has been
determined. You will prepare abstract listings after you have assigned
10-12 report numbers. The listings are titled "Most Recent CS Reports"
and appear about 8 times per year.
5. Fill in the author(s) name(s).
6. Fill in the number of copies the author gets. The usual number is 20
to each author, although occasionally an author will request more copies
than that.
7. Fill in the title of the report.
8. Fill in the number of pages. Consider every page on which there is
something printed as a document page (i.e. you must include title page,
acknowledgements, abstract, etc. when you figure the number of pages.)
9. If a report is a thesis, it should be noted here.
10. Printing costs for hardcopy will be entered by you later.
11. Where hardcopy was printed will be added later as well.
12. Microfiche costs will be entered by you later.
13. Where microfiche was printed will be added later as well.
14. The number of copies ordered by people on the mailing list is entered
after disposition. The CS Report Distribution System will tell you the
number of copies to be sent when you run MAIL. Include both hardcopy and
microfiche figures.
15. Additionally, the number of copies ordered by people not on the
mailing list (listed here as "Other Requests") is entered after
disposition. Students are people not on the mailing list and you will
distribute their copies separately. Any member of the Stanford community
who requests a report on the sign-up sheets posted in Polya, Serra House
and at the A.I. Lab will receive copies in this way.
-4-
16. You will determine the number of hardcopies to be printed. All CS
reports are preprinted. You will estimate the number of requests that
will be received. To see how many requests were received for reports in
the past, look at the DIALOG.TMP from the MAIL sessions. You will
consider other things, however, when you estimate the number of hardcopies
to be printed. For example, which granting agency funds the publication
of a CS report determines an important part of its disposition. Every
report that is sponsored by the Office of Naval Research is automatically
sent to a special list of people. The same is true for ARPA (Advanced
Research Projects Agency)-sponsored reports.
When you estimate the number of hardcopies to be printed, you will take
into account the number of copies required for: (a) granting agency
distribution, (b) automatic distribution, and (c) author distribution.
After considering these areas, you figure the number you will make
available to the mailing list. As a general rule, it is better to print
too few rather than too many. Different granting agencies require
different numbers of reports.
Here is a check list for determining the number of copies to print.
------- ONR [Every ONR-sponsored report requires that 48 copies be
printed for special distribution according to contractual
agreement. Breakdown: 20 people on the mailing list get
1 copy, 2 people on the mailing list get 2 copies, 2 peo-
ple on the mailing list get 6 copies, and the DDC (Defense
Document Center) gets 12 copies.]
------- ARPA [Every ARPA-sponsored report requires that 12 copies be
sent to the DDC and 3 copies to the Director of the Agency.]
------- ERDA [Every ERDA-sponsored report requires that 7 copies be
sent to the ERDA Contract Services Division.]
------- NSF [Every NSF-sponsored report requires that 3 copies be sent
to the Technical Monitor.]
------- NTIS [Some other-agency-sponsored (e.g. IBM Corp.) reports may
be sent to NTIS, in which case, 15 are required. The
decision is reserved for the Principal-Investigator because
he must pay the input fee of $40.]
------ Auto [All CS reports are automatically sent to the people and
institutions (mainly libraries with whom we have a
reciprocal exchange agreement) on our automatic list.]
------ Author [Authors usually get 20 copies.]
------ Mailing List [The number of copies we make available varies.]
------ Other Requests [This number varies.]
------ Computer Forum [At present 61 copies of every report are always
charged to the Computer Forum. Although these
copies are distributed by someone else, it is your
responsibility to consider this number when you
determine how many to print.]
-5-
17. You will determine the number of microfiche copies to be made as well.
Change the printed figure (50) to the number you want to order.
18. Fill in the name of the person who requested the CS#.
19. Fill in the extension of the person who requested the CS #. The
Principal-Investigator will fill out the remainder of the page. He may
decide to divide printing and postage costs between two or more granting
agencies, so three blanks are thus provided. He can decide to print more
or less copies than you estimate, but generally he will rely on your
judgment. He will tell you if the report is to be submitted for
publication elsewhere. He will circle the CS area the report covers.
There is room for special instructions. For example, he can decide not to
make the report available in hardcopy to the mailing list. However, he
must make the minimum number of hardcopies to cover granting agency
distribution, automatic distribution, and author distribution. The
Computer Forum always receives hardcopy. Any NTIS instructions should be
recorded here.
C. MAKING THE COVERS
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 cover is typed on the large directory typewriter used by the
department for announcements. 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.)
-6-
D. ORDERING HARDCOPY
You will order hardcopy from a campus printer. Follow the checklist in B.
Usually, there is no need to 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.
(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
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.
-7-
E. ORDERING MICROFICHE
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:
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.
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.
1 - 98 pages: one master
99 - 196 " : two masters
197 - 294 " : three masters
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 "first class, certified,
receipt requested." 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.)
-8-
F. PREPARING AN ABSTRACT LISTING
You will prepare abstract listings ("Most Recent CS Reports") after
you have assigned 8-12 report numbers. Please take a look at the June
abstract listing which follows this discussion. Why do you wait until you
have assigned that many new CS numbers? 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 12 reports on the top
section of the order form and still keep the middle section blank
(necessary for U.S. postal regulations.) Third, you do not want to offer
more than 12 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 8 times a
year.
Technical typing is required if algorithms appear in the abstracts of the
reports you are listing. Prepare the listing on oversized sheets of paper
(11" x 17") which are "reduced" in reproduction to regular letterhead
size. Using these big sheets of paper allows you to include more
information on a single sheet (and for the listing itself.) All abstract
originals are kept for the file, as well as copies of the abstracts
posted. You will note that the directory typewriter is used for the title
and the page numbers and that the order form, always included as the last
page of the listing, is typed on 8 1/2" x 11" paper.
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 for June 1977) or
about reports you wish to sell (see the listing for December 1976.)
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 top 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.
-9-
The middle 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 bottom section contains your name
and 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.
G. PRINTING AN ABSTRACT LISTING
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.)
-10-
H. MAILING AN ABSTRACT LISTING
You will attach the mailing labels (printed at the A.I. Lab) to the
abstract listings as described above. 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:
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 % each
report's postage will be. Subdivide accordingly.
4. Add the %'s for each grant listed.
5. Prepare an Interdepartmental Request to state exactly how
mailing costs for all pieces are to be divided.
NOTE: 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.
-11-
I. DISTRIBUTING REPORTS
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):
1. author
2. granting agency (discussed in detail in next section)
3. other requests (students)
4. mailing list
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:
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.)
-12-
J. AGENCY DISTRIBUTION
1. ONR DISTRIBUTION
Send DDC form 1473, white card, and 12 copies to:
Defense Document Center
Cameron Station
Recipient No. 146 (Code 146)
Alexandria, Virginia 22314.
Send 36 copies to all #ONR hashcodes.
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2. ARPA DISTRIBUTION
Send DDC form 1473, white card, and 12 copies to:
Defense Document Center
Cameron Station
Recipient No. 146 (Code 146)
Alexandria, Virginia 22314.
Send 3 copies to:
Director
Advanced Research Projects Agency
Washington, D.C. 20301
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3. ERDA DISTRIBUTION
Send form AEC-427 and 7 copies to:
Mrs. T. Oji
Contract Services Division
Energy Research & Development Administration
1333 Broadway
Oakland, Ca. 94612
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4. NSF DISTRIBUTION
Send 3 copies to:
Technical Monitor
Division of Mathematics and Computer Science
National Science Foundation
1800 G Street, N.W.
Washington, D.C. 20550
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-13-
5. NTIS DISTRIBUTION
Send form NTIS-35, orange card, $40.00 check for input fee, & 15 copies:
National Technical Information Service
Operations Division--P-35
Springfield, Virginia 22150
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6. NASA DISTRIBUTION
Send 1 copy to:
NASA Scientific & Technical Information Facility
P. O. Box 33
College Park, Md. 20740
Send 1 copy to:
NASA Headquarters
Washington, D.C. 20546
Attn: New Technology Representative
Code: KT
Send 4 copies to:
NASA Headquarters
Washington, D.C. 20546
Attn: Information Sciences Br. Chief
Code: RRK/RAK09
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Note: please see the sample forms which follow.
-14-
K. LIBRARY POLICIES
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.
NOTE: 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.
-15-
L. FINANCIAL RECORDS
1. TRANSMITTAL OF DEPARTMENTAL COLLECTIONS TO CASHIER
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:
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)
Record the following information:
Name Number Amount
Publications Account 1-FCZ-107-94647 E
Sales Tax Account 0-ZZZ-001-51721 C
-------
TOTAL F
NOTE: 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.
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2. BUDGET STATEMENTS
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.
3. MICROFICHE COSTS
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.
M. MONITORING COSTS
After each big mailing, prepare a status report (see example which
follows.) Record all costs on the logsheets for the permanent record.
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CLASSNOTES
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.