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			Table of Contents

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



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.


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.


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


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

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.

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

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.

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.]

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.


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.)


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
			a.  printing	60 x 4.09 = 245.40        
			b.  cover stock 600 x .02 =  12.00
                        c.  stapling 	300 x .01 =   3.00

			a.  printing  	=	187.00
			b.  collating   =        81.00
    			c.  cover stock =	 24.50
 			d.  stapling    =        14.00    
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.



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.)

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

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

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.

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.


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.)

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

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.)

J.  AGENCY 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.
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 
	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:
			Advanced Research Projects Agency
			Washington, D.C. 20301
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	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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	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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	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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	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.  


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.


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.

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.

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.


After each  big  mailing,  prepare  a status  report  (see  example  which
follows.)  Record all costs on the logsheets for the permanent record.


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.