Institutional Support Services

Staff

Paulette Maurer, Director (708) 709-3630—pmaurer@prairiestate.edu

Document Production and Office Support Services

Website

Duplicating Services

Mail Room Services

Document Production and Office Support Services

Document Production and Office Support is located in room T-157, in the Duplication and Mail Room. The purpose of the area is to support all areas of the College in any way that it can. Below is an outline of hours, services, time lines, etc. If you have any questions that are not answered, please feel free to come in and talk with any of the staff.

Hours of Service:

Monday through Friday 7:30 a.m. to 4:30 p.m. (during the Summer the office closed on Fridays). After hour work requests may be left in mailbox #32. Work request forms are available in the office and also in the Duplication and Mail Room.

Word Processing Services:

Processing of forms, memos, letters, envelopes, minutes, quizzes, tests, worksheets, handouts, lists, reports, programs, booklets, posters, banners etc., is available in the office. We can also do mail merges, either using addresses provided by you, or addresses sent to us from Information Technology Resources. We can also stuff, fold and mail out your mail merges with our mailing machine. Ask us how. We have the ability to scan drawings onto a disk and include them in your handouts. We will be happy to discuss any project that you might be considering to determine the best way to get it done. On the following page is a list of guidelines for turnaround times.

Design Development

We can provide assistance in the development of flyers, posters, brochures, postcards, banners, and Powerpoint presentations. We will be glad to help you with any project that you have in mind.

Guidelines for Work Turnaround Times

# of Pages Type of Work Time to Allow
1-5 letters/memos 1 day
1 page quizzes, handouts, worksheets, forms, etc. 1 day
1-10 transparencies 1 day
1-20 envelopes 1 day
5-15 page report 2 days
16-30 page report 3 days
30+ page report 5 days
100-500 page mail merge 1 day
500+ pages mail merge 2 days
1-50 question test 1 day
51-100 question test 2 days

The above should be used as a guideline (keeping in mind also, time for getting materials duplicated). We understand that sometimes things come up and we will do our best to accommodate all requests. Requests can be sent via email to Paulette Maurer (pmaurer@prairiestate.edu) with a copy to Kathleen Hazlett (khazlett@prairiestate.edu). Always send requests to both so that there will be no delays in processing your requests. Please include all necessary information for duplication (number of copies, color of paper, stapling, collating, three-hole punch, disposition, etc.).

Computerized Test Banks:

If your textbooks offer computerized testbanks, we are able to use those for you. Simply provide us with a copy of your software.

Transparencies, Charts, Tables...:

Some of the other special features we are equipped to do are: transparencies for overhead presentations; flyers with eye-catching graphics; bar charts, pie charts and various tables and forms. If you have something special in mind for class presentations or reports, please come and talk with us. We are also able to develop PowerPoint presentations for you to use in class.

Telephone Messages:

This office is available to answer your calls and to take messages. The following options are available for use:

Option 1: Voice Mail should be used as your first choice for messages.
Option 2: Use voice mail, but leave a personal greeting instructing the caller to ask for the Message Center at extension 5000. In this way one of the staff will be able to answer the call personally.
Option 3: Call forward all your calls to the office at extension 5003. This option should be used only when you are expecting a call and you would be unavailable to answer it personally, and voice mail would be inappropriate. If this is the case, the office should be notified that you are doing this and what message or information should be given.

For further instructions on call forwarding, please see appendix A.

Duplicating Services Hours of Service:

Monday - Thursday, 7:30 a.m. to 7:30 p.m. Friday, 7:30 a.m. to 4:30 p.m. (the department is closed on Fridays during the Summer).

Services:

Copying/Duplicating, Collating, Stapling, Punching, Binding, Carbonless Forms, Cutting, Folding, Padding, Posters, Transparencies, Laminating, Distribution of incoming mail, acceptance of student/faculty correspondence .

General Information:

All material will be duplicated back-to-back unless there is a specific reason to reproduce material on one side only. White paper will be used unless a color is specified and necessary.

There is a copier located in duplication for instructional personnel. This is to be used for small jobs only 10 copies or less and 10 originals or less.

For workbooks, study guides, manuals, lab manuals and multiple syllabi which are forwarded to the bookstore for purchase by the students, see the manager of the bookstore for the proper procedure and the Director of Institutional Support Services for a reproduction schedule.

Please keep in mind when submitting your requests that the copy systems used are subject to occasional unscheduled maintenance and equipment failures. As a consequence, advance planning with sufficient time for completion of your work order is recommended.

When requesting that your completed material be placed in your mailbox, remember the size of your order versus the size of your mailbox, and the nature of your material. We do not recommend having tests placed in your mailbox; we recommend having your tests placed in the locked cabinets.

EZPRINT:

All work must be submitted on EZPRINT. If you need assistance using this system, please don't hesitate to ask for help in the duplication center or view this PowerPoint for instructions.

Chargeback:

The cost of materials used for your duplication request is being charged back to each department/cost center on a monthly basis.

Please be sure to use the correct budget code number and department name code on your EZPRINT order.

Time Schedule for Duplicated Materials:

The center has a production high-speed copier and a mid-range copier. They will copy most originals and can reproduce any number of copies. The center will collate, staple, cut, punch, bind and fold your material. Work that is brought to the center will be scheduled on a working day basis (not including Saturday's) as follows:

While You Wait: Emergency Only Less than 10 orig. with less than 50 copies 10 to 25 orig. with 50 to 100 copies 25 to 50 originals with 50 to 100 copies 50 to 100 orig. with 50 to 100 copies All

Carbonless Paper 2 to 4 Hours 1/2 Day 1Day 1 to 2 Days 2 Days

If work is over the above stated number of originals and/or number of copies; see the director for a work schedule.

Copyrights:

Copying of the following materials is PROHIBITED.

* Copying will not be used to create or replace or substitute an assembled work; * Copying to substitute for the purchasing of books, publisher's reprints, periodicals or music sheets; * Copying of the same materials by the same teacher from term to term; * Copying of "consumable" works, such as workbooks, exercises, standardized tests, test booklets or answer sheets; * Copying for musical or dramatic performances.

Copyrights may be released by obtaining permission from the copyright owner. A form letter used to obtain that release is available in the duplication center. Allow sufficient time for this process. Submit a copy of the release along with your work request. This will eliminate any questions or delays in printing.

Mail Room

Distribution of Incoming Mail:

Mail is received and distributed each morning; pick-up by individuals or departments should not be before 10:45 a.m. Mail is routed to the ATOC and Health-Tech Buildings at 11 a.m. each day.

Internal distribution of flyers, memos, newsletters, etc., will be handled through the mail room as requested.

Posting of outgoing first, third, fourth class and certified mail is handled in the mail center. All address must be typed (see guidelines below). Parcels and express mail are processed through the shipping and receiving department.

Mail Guidelines:

In order to receive the cost incentives on our postal rates, with reliable and timely delivery, we must adhere to the postal regulations required with these special rates. All mail must be typed, handwritten mail is unacceptable. There must be a complete address, including the correct zip-code. Please do not use the bar code feature on any software that you use. Our mail service provides the bar coding for us.

If you are organizing a large or bulk mailing please contact the department staff for assistance in the correct preparation. For the proper mail design see Paulette Maurer or Kristin Carrera in the Communications and Marketing Department.

When submitting requests to the business office for checks or purchase orders be sure to provide them with a complete address, no intersection or vanity addresses. If you need catalog size envelopes and labels they are available in the mail room. Below is a list of the items you need to be aware of and follow for addressing.

* Place the address in the proper location on the envelope.
* Whether affixing the address directly on the envelope or using a label, use typed labels. Labels must be straight and in the proper location. When addressing 10" x 13" envelopes the address is to be located on the far left side of the envelope, centered between the bottom of the envelope and the return address.
* Eliminate all punctuation except the hyphen between the five-digit zip code and the four digit (60411-8226). Do not use nd, rd, st or th within the address; i.e., 1st, 2nd, 3rd, 4th, etc.
* Make sure the address is as complete as possible, i.e., apartment, unit, suite, etc. and the delivery designations such as street, road, avenue, etc.
* Do not use unacceptable type styles such as, very bold, condensed, italic, stylized or script . Type should be 11 to 12 point in size.
* Format all lines of the address with a uniform left margin. Use uppercase, dark print (not bold), characters preferably with block style print.
* Have the entire address straight and visible in a window envelope.
* Spacing between the characters and the words is very important. Put one full space but no more than two between any character groups.
* Place the attention line above the recipient line, name of the company, firm or building, never below the address. * Maintain your mail lists, keep them updated with the correct address and zip codes.

We appreciate your cooperation and attention to this matter. Your mail will be returned to you correct if the guidelines above are not followed. This, of course, will cause a delay in delivery so please try to address properly the first time.

For your convenience, you can mail personal documents provided that the proper postage is already affixed. (Stamps are not available in the mail room).

Note: Outgoing mail must be received no later than 3:30 p.m.

Mail with the printed Indicia (postmark), whether it has a first-class or bulk postmark on it, must be submitted for mailing with 200 or more pieces at the same time.

Bulk Mail:

- In order to keep the cost of mail down; please utilize bulk mail whenever possible. To qualify for a bulk mail you must have 200 or more pieces of identical material. If you choose to use this option, however, please plan accordingly. Bulk mail is subject to slower delivery. Be sure to get your bulk mail to the mail room in a timely manner, so that the information will be received before your event takes place.

Guidelines for Bulk Mail:
* Mail labels must be in zip code order.
* Each zip code should be labeled, totaled and rubber banded.
* Give a total count for all of the zip codes.
* Leave envelope flaps up.
* The mail room needs one (1) working day to process a bulk mail.
* A bulk mail takes from two (2) days to two (2) weeks for delivery or longer.
* Utilizing an inserting machine, we can simplify this process for you.

Please consult with Paulette for any mailing you are thinking about.

Please contact Donna Rokicki if you have any questions or need assistance with any mail problem.

There is a drop-box outside the duplication and mail room door for after-hours. Use only when the department is CLOSED.

Document Production and Office Support Telephone Procedures

The staff is available (from 7:30 a.m. to 4:30 p.m.) to answer your calls and to take messages. The following options are available for use:

Option 1: Voice Mail should be used as your first choice for messages.

Option 2: Use voice mail, but leave a personal greeting instructing the caller to ask for the message center at extension 5000. In this way the staff will be able to answer the call personally

Option 3: Call forward all your calls to the office at extension 5000. This option should be used only when you are expecting a call and you would be unavailable to answer it personally, and voice mail would be inappropriate. If this is the case, the staff should be notified that you are doing this and what message or information should be given.

Example of a Personal Greeting:

Hello, you have reached the office of John Staff. I am sorry that I am not available to answer your call personally. My office hours are Monday, Wednesday and Friday from 8 a.m. to 9 a.m. and again from 1 p.m. to 3 p.m. If you will leave your name and number, day and time you called, I will get back to you as soon as possible. If your message should require immediate attention, please hold the line. When instructed, dial “0" for Operator and ask for extension 5000 and you will receive personal assistance.