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Institutional Support Services

Institutional Support Services

Staff
Cristina Lazard, Manager, Printing and Support
(708) 709-3660
clazard@prairiestate.edu

Document Production and Office Support Services
Pam Hambrick, Coordinator
(708) 709-3619
phambrick@prairiestate.edu 
Jennifer Tirado, Document Production Specialist II
(708) 709-3737
jtirado@prairiestate.edu 

Duplicating Services
Roseanne Alcantar, Digital Production Technician
(708) 709-3592
ralcantar2@prairiestate.edu 
William Beach, Digital Production Technician (Evening Operator) / Mail Delivery Clerk
(708) 709-3739
wbeach@prairiestate.edu 

Mail Room Services
Donna Rokicki, Mail/Duplication Clerk
(708) 709-7810
drokicki@prairiestate.edu 
Karen Clifford, Assistant Mail/Duplication Clerk
(708) 709-3591
kclifford@prairiestate.edu 

Institutional Support Services, located in T-155, provides convenient and value-added duplication and document production services to all departments and employees of the college and supports all internal and external mail operations. Hours of operation, services and additional information is provided below.

If you have any questions that are not answered, please feel free to come in and talk with any of the staff, or email the manager

Hours of Service:

Due to the COVID-19 pandemic, our in-person office hours have changed with staff working staggered shifts to minimize number of people in the space at once.. Our current hours of operation are below.
Monday 8 a.m. – Noon
Incoming Mail Distribution, Outgoing Mail Processing
12:30 – 4:30 p.m.
EZPRINT Order Fulfillment
Tuesday 9 a.m. – 1 p.m.
EZPRINT Order Fulfillment
Wednesday 11:30 a.m. – 4:30 p.m.
Incoming Mail Distribution, Outgoing Mail Processing
EZPRINT Order Fulfillment
Thursday 9 a.m. – 4:30 p.m.
Friday 8 a.m. – Noon
Mail Distribution, Outgoing Mail Processing, EZPRINT Order Fulfillment
Forms and Labels
Mail Merge (1-250 recipients)
1-2 business days
Cards and Invitations 2-3 business days
Fliers and signs/posters (up to 12” x 18”) 2-4 business days
Mail Merge (250-500 recipients)
Newsletters and Brochures,
Banners and signs/posters (18” x 24” and up)
3-5 business days
Booklets including catalogs, manuals, programs, and reports (up to 50 pages)
Mail Merge (500+ recipients)
5-7 business days
Booklets including catalogs, manuals, and reports (50+ pages) 7-10 business days

The above guidelines should be kept in mind when submitting a work request. You need to allow sufficient time for us to produce quality documents for you. Also, keep in mind the time you will need to have the finished documents duplicated.

For special or recurring events that require multiple digital and/or print pieces, schedule an appointment with the manager in advance to discuss deliverables and a project timeline.

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 Manager 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.

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.

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. The Library can be of assistance with copyrights, or the bookstore.

MAIL ROOM
Distribution of Incoming Mail:
Mail is received and distributed on Monday, Wednesday and Friday each week. Mail delivery to outer campus buildings including the Matteson Area Center will take place on Tuesdays and Thursday.

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

Mail Guidelines:
In order to receive 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 the manager or Kristin Carrera in the Public Relations 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 to 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 the manager 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.