perm filename MANUAL[DOC,CSR] blob
sn#417336 filedate 1979-02-14 generic text, type C, neo UTF8
COMMENT ā VALID 00023 PAGES
C REC PAGE DESCRIPTION
C00001 00001
C00003 00002 DISPOSITION OF REPORTS
C00004 00003 AGENCY DISTRIBUTION
C00008 00004 FILLING OUT THE AGENCY FORMS
C00011 00005 THE AUTOMATIC LIBRARY EXCHANGE LIST
C00016 00006 THE ARPA OR A.I. AUTOMATIC LIST
C00018 00007 THE ONR AUTOMATIC LIST
C00023 00008 PREPARING AN ABSTRACT LISTING
C00029 00009 PRINTING AN ABSTRACT LISTING
C00032 00010 MAILING AN ABSTRACT LISTING
C00035 00011 MAKING THE COVERS
C00037 00012 ORDERING HARDCOPY
C00040 00013 ORDERING MICROFICHE
C00044 00014 REPORTS MAILING
C00046 00015 COMMITMENT FILE ESTIMATE SHEETS
C00048 00016 TRANSMITTAL OF CS REPORT RECEIPTS TO CASHIER
C00052 00017 BUDGET STATEMENTS
C00053 00018 TRANSFERS OF EXPENSE -- MAILING OF ABSTRACTS
C00054 00019 TRANSFERS OF EXPENSE -- PRINTING HARDCOPY
C00055 00020 TRANSFER OF EXPENSE -- PRINTING MICROFICHE
C00056 00021 STATUS REPORTS
C00057 00022 LIBRARY POLICIES
C00060 00023 CLASSNOTES
C00063 ENDMK
Cā;
DISPOSITION OF REPORTS
PEOPLE AND/OR AGENCY NO. COPIES
-------------------------------------------------------------
Archival copy (for bound collection) 1
Author(s) 25 (each)
ONR (see Agency Distribution) 31
IBM (see Agency Distribution) 6
ARPA (see Agency Distribution) 3
DOE (see Agency Distribution) 7
NASA (see Agency Distribution) 5
Army (see Agency Distribution) 3
NSF (see Agency Distribution) 3
NTIS (for ARPA, ONR & Army only) 12
Computer Forum 77
Automatic Library Exchange 25
Student Requests 35 (approximately)
Mailing List 200 (approximately)
AGENCY DISTRIBUTION
Agency Copies Include Ship to Address
-------------------------------------------------------------------------
DOE 7 insert Mrs. T. Oji
Contract Services Division
Energy Research & Development Administration
1333 Broadway
Oakland, California 94612
-------------------------------------------------------------------------
NASA 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.
---------------------------------------------------------------------------
FILLING OUT THE AGENCY FORMS
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
DOE -
The "type of document" is: a. Scientific and technical report.
The "recommended announcement and distribution" is: a. AEC's normal
announcement and distribution procedures may be followed.
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
ARPA -
The "controlling office name and address" is: Defense Advanced Research
Projects Agency, Information Processing Techniques Office, 1400 Wilson
Avenue, Arlington, Virginia 22209.
The "monitoring agency name & address" is: Mr. Philip Surra, Resident
Representative, Office of Naval Research, Durand 165, Stanford University.
The "distribution statement" is: Reproduction in whole or in part is
permitted for any purpose of the U.S. Government.
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
ONR -
The "controlling office name and address" is: Office of Naval Research,
Department of the Navy, Arlington, Virginia 22217.
The "monitoring agency name & address" is: ONR Representative - Philip
Surra, Durand Aeromautics Building, Room 165, Stanford University,
Stanford, California 94305.
The "distribution statement" is: Releasable without limitations on
dissemination.
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
ARMY -
The "controlling office name and address" is: U.S. Army Research Office,
P.O. Box 12211, Research Triangle Park, North Carolina 27709.
The "distribution statement" is: Releasable without limitations on
dissemination.
THE AUTOMATIC LIBRARY EXCHANGE LIST
HASH CODE NAME & ADDRESS NO. COPIES
-----------------------------------------------------------------------------
AUT02 Librarian 1
Computing Laboratory
Claremont Tower, Claremont Rd
Newcastle Upon Tyne NE1 7RU
England
AUT03 Courant Inst. of Math. Sci. 1
Library
Attn: Nancy Gubman
251 Mercer St.
New York, New York 10012
AUT04 IBM GPD-Library 1
Attn: K. Takle Quinn
Dept. J17/K15
555 Bailey Avenue
San Jose, CA 95150
AUT06 Prof. C. A. Lang 1
Computer Laboratory
University of Cambridge
Corn Exchange Street
Cambridge, CB2 3QG, U.K.
AUT07 Library of Congress 1
Exchange & Gift Division
Washington, D.C. 20540
AUT08 Mathematisch Centrum Library 1
2E Boerhaavestraat 49
Amsterdam, The Netherlands
AUT09 Document Room Proj. Mac. Rm. 1
Attn: Miss Barbara Kohl
Mass. Institute of Tech.
545 Technology Square
Cambridge, Massachusetts 02139
AUT10 Matematicky Ustav Csav 1
Library
Zitna Ul. 25
Praha 1 Czechoslovakia
AUT12 Mrs. I. Goode 1
Maths/CCV Library
National Physical Laboratory
Teddington, Middlesex, England
AUT15 The Librarian 1
Programming Research Group
45 Banbury Road
Oxford 0X2 6PE England
AUT17 Library 1
Computer Science Dept.
University of Illinois
Urbana, Illinois 61801
AUT19 Gisele Victot 1
315-05 Informatique-Biblio.
Universite de Montreal
C.P. 6128, Montreal 101
Canada
AUT22 Miss Linda Rae Buys 1
Librarian, Computer Science
3160 MEB
University of Utah
Salt Lake City, Utah 84112
AUT23 Ms. Darlene Myers 1
Computer Center Library FC-10
University of Washington
Seattle, Wash. 98190
AUT24 Mrs. Helen Smith 1
Librarian, Computing Centre
University of Waterloo
Waterloo, Ontario, Canada
AUT25 Library 1
Computer Sciences Dept.
Univ. of Wisconsin
1210 West Dayton Street
Madison, Wisc. 53706
AUT26 Prof. Rudiger Valk 1
Universitat Hamburg, The Library
Institut fur Informatik
2 Hamburg 13, Schluterstr. 70
Germany
AUT27 Dept. of Computer Science 1
514 Dunham Lab.
Yale University
New Haven, Conn. 06520
AUT29 Computer Science Library 2
Polya Hall IDMail
AUT30 Research Reports Collection 2
Engineering Library
Main Library 102, IDMail
AUT31 SLAC Library-H. Canfield 1
SLAC, Bin 88
IDMail
AUTIN Connie Stanley 1
Computer Science Dept. Archives
Polya 202
AUTTF Institute of Informatics 1
University of Oslo
P.O. Box 1080 Blindern
Oslo 3, Norway
THE ARPA OR A.I. AUTOMATIC LIST
HASH CODE NAME & ADDRESS NO. COPIES
-----------------------------------------------------------------------------
DAR02 Dr. Bernard Chern 1
Advance Technical Applications
Division/ Rm. 401
National Science Foundation
Washington, D.C. 20550
DAR05 Institute for Defense Analysis 1
400 Army-Navy Drive
Arlington, Virginia 20222
DAR06 Director, I.P.T. 1
Advanced Research Projects Agency
Department of Defense
1400 Wilson Boulevard
Arlington, Virginia 22209
DAR07 Artificial Intelligence Library 1
Mass. Institute of Technology
Project MAC
545 Technology Square
Cambridge, Mass. 02139
DAR08 Software Division 1
Electrotechnical Lab
2-6-1, Nagata-Cho, Chiyoda-Ku
Tokyo, Japan
DAR09 Director 1
Artificial Intelligence Center
SRI International
I.D. Mail
DARBR Library 1
Xerox PARC
3333 Coyote Hill Road
Palo Alto, Ca. 94304
THE ONR AUTOMATIC LIST
HASH CODE NAME & ADDRESS NO. COPIES
-----------------------------------------------------------------------------
ONR01 Prof. Craig Comstock 1
Dept. of Mathematics
Naval Postgraduate School
Monterey, Calif. 93940
ONR02 Chief Scientist 1
ONR Branch Office/Pasadena
1030 E. Green Street
Pasadena, Calif. 91101
ONR03 Dr. Richard Lau 1
ONR Branch Office/Pasadena
1030 East Green Street
Pasadena, Calif. 91101
ONR04 Commander 1
Naval Electronics Lab. Center
Library
San Diego, Calif. 92152
ORN05 Dr. Seymour Singer 1
1325 El Encanto Dr.
Brea, Calif. 92621
ONR07 Mr. Bruno F. W. Witte 1
Code 5200
Naval Electronics Lab. Center
San Diego, Calif. 92152
ONR08 Dr. D. E. Zilmer (Code 4033) 1
Naval Weapons Center
China Lake, Calif. 93555
ONR09 Director 1
Office of Naval Research
Branch Office Chicago (Code 495)
536 South Clark Street
Chicago, Ill. 60605
ONR10 Director 1
National Security Agency
Attn: Norman S. Glick R53
Fort George Meade, MD 20755
ONR11 Commander 1
Naval Air Test Center
CT-17, Tech. Info. Dept.
Tech. Pubs.
Patuxent River, MD 20670
ONR12 U.S. Naval Ordnance Lab. 1
White Oak
Attn: Library
Silver Spring, MD 20910
ONR13 Director 1
ONR Brance Office/Boston
495 Summer Street
Boston, Mass. 02210
ONR14 Zouis Rains, Tech. Info. Officer 1
Office of Naval Research
Branch Office
495 Summer Street
Boston, Mass. 02110
ONR15 Office of Naval Research 1
Dr. Robert B. Grafton
Scientific Department
715 Broadway (5th Flr)
New York, NY 10003
ONR17 Mr. Stuart L. Brodsky 2
Code 432
Office of Naval Research
Arlington, Va. 22207
ONR18 Mr. Bruce J. McDonald 1
Office of Naval Research, Code 436
Department of the Navy
Arlington, Va. 22217
ONR19 Office of Naval Research 2
Department of the Navy (Code 432)
Recipient No. 447
Arlington, Va. 22217
ONR20 U.S. Naval Weapons Laboratory 1
Attn: Library
Dahlgren, Va. 22448
ONR21 Director 6
Naval Research Lab
Attn: Technical Information Officer
Department of the Navy
Washington, D.C. 20390
ONR22 U.S. Naval Oceanographic Office 1
Computer Operations Dept.
Attn: Mr. Dea Stephenson
Code 5400 - Bldg. 1000
Bay St. Louis, Nstl, MS 39522
ONR23 Dr. Paul B. Richards 1
Code 7800 Math and Info.
Sciences Division
Naval Research Laboratory
Washington, D.C. 20390
ONR24 Prof. Daniel Shanks 1
Dept. of Mathematics
University of Maryland
College Park, MD 20742
ONRPP Mr. Gordon D. Goldstein 1
Office of Naval Research
Information Systems Program
Arlington, Va. 22217
ONRTI Mr. Steve Piacsek 1
Naval Ocean Research & Development
Activity Code 322
NSTL Station, Bldg. 1100
Bay St. Louis, Miss. 39529
PREPARING AN ABSTRACT LISTING
You will prepare abstract listings ("Most Recent CS Reports") on a pre-set
schedule. However, you will CLOSE 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. The PUB system
is capable of doing most of the 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, (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, or about reports you wish to sell,
or make announcements of reports from other departments at Stanford.
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 two
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 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-left-hand corner so that they can be seen through the "window" of
the special envelopes used for their mailing.
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.
Now 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 7-10 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 order form, and the other side will be blank.
To avoid having Repographics from folding your abstracts incorrectly (in
which case you'll have to unstaple, refold and restaple them yourself), it
is suggested that you phrase your Interdepartmental Request along these
lines as shown in the example.
MAILING AN ABSTRACT LISTING
You will attach the mailing labels (printed at the A.I. Lab on the
lineprinter) to the abstract listings as described previously. Though the
mailing charges are to be divided among the granting agencies sponsoring
the publication of the reports the Interdepartmental Request for mailing
them should be charged to the Clearing Account (see example). You will
transfer the charges to the appropriate accounts when they appear on your
budget statement.
When you've got all the labels attached, the abstracts sorted and boxed,
and the Interdepartmental Request filled out; call Mailing Services to
come over and pick them up.
NOTE: Abstract listings mailed bulk rate are not likely to reach their
destination for 3-4 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.
MAKING THE COVERS
You will lay out and make up the cover for all CS reports. Please look at
the sample covers which follow. 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 COVERS.PUB[BIB,CSR].
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 DOE numbers are printed in
the upper-right hand corner of the cover. When a CS report is published
as a Heuristic Programming Project Memo, follow the format of the cover
shown. Also, there 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.
ORDERING HARDCOPY
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.
The SEL printer will call you when an advance copy of the CS report is
ready for approval. You should go over there and check it. 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. 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.)
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. The cover letter to Mr. Hunsicker should include 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 example that follows for how the letter should look.
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 pages: two masters
197 - 294 pages: three masters
You should also submit an Commitment File Estimate to the front office.
Submit one form for each account number.
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.)
REPORTS MAILING
Your big reports mailings usually come 2-3 weeks AFTER the order deadline
shown on the abstracts. The first thing you have to do is discuss with
the person at the A.I. Lab who helps you stuff the envelopes, when the
best day would be to mail.
After this has been decided, you'll need to run all your system work using
MAIL (see REPORT.TXT[DOC,CSR]). Do this about 2-3 days before you'll be
doing the envelope stuffing.
Once you've got everything you need (the invoices, mailing labels,
envelopes, boxes, and helper) it's really very simple. You take an
invoice along with all the reports it lists on it, stuff them in an
envelope, put the mailing label on it, clasp it shut, and put it in either
the Domestic or Foreign box (depending, of course, on where it's going).
When you've got all of them stuffed, sorted, boxed and ready to go; you
fill out an Interdepartmental Request (see example) and call Mailing
services to come pick them up.
COMMITMENT FILE ESTIMATE SHEETS
Anytime you have anything printed, hardcopy or microfiche, it is necessary
to estimate approximately how much it is going to cost. Do this at the
same time you make out the request.
You should fill out one of the Commitment File Estimates (yellow sheet)
for EACH account number involved in the charges. This sheet is given to
the Administrative Assistant to help her figure out future costs to the
budgets.
TRANSMITTAL OF CS REPORT RECEIPTS TO CASHIER
All checks that you receive for payment of CS reports are recorded in the
receipt book. See example 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. 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.
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 Administrator. (See examples.)
TRANSFERS OF EXPENSE -- MAILING OF ABSTRACTS
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 percent each report's
postage will be. Subdivide accordingly.
4. Add the percents for each grant listed.
5. Prepare a Transfer of Expense Form to state exactly how mailing costs
for all pieces are to be divided (see example).
TRANSFERS OF EXPENSE -- PRINTING HARDCOPY
1. Figure out the unit cost by dividing the total cost of the
Interdepartmental Request by the number of reports that were printed.
2. Prepare a Transfer of Expense Form to state exactly how the printing
charges should be divided. Remember, the cost of 77 reports MUST be
charged to 1-RZB627 (see example).
TRANSFER OF EXPENSE -- PRINTING MICROFICHE
When a microfiche charge appears on the budget statement, you will prepare
a transfer of expense form (see example) 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.
STATUS REPORTS
After each big mailing, prepare a status report (see example), and record
all the costs on the disposition sheets (backsides of logsheets) for the
permanent record.
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 do 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
(see example).
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.
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.