Institutional Support Services
Document Production Services
Procedure for Messages
Document Production and Office Support Services
Pam Hambrick, Coordinator
Jennifer Tirado, Document Production Specialist II
Roseanne Alcantar, Digital Production Technician, Evenings
Patricia Hughes, Digital Production Technician, Days
Mail Room Services
Donna Rokicki, Mail/Duplication Clerk
Karen Clifford, Assistant Mail/Duplication Clerk
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 offices of the college. 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, when board approved, the office will be closed on Fridays). After hour work requests may be left in mailbox #32. Work request forms are available online.
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 also do mail merges, either using addresses provided by you, or addresses sent to us from Information Technology Resources. We print, 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. Below is a list of guidelines for turnaround times.
We can provide assistance in the development of fliers, 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
- Fliers, posters, postcards 2-3 days
- Banners 2-3 days
- Programs 2-3 days (depending on detail)
- 1-20 letters/memos 1 day
- 1 page quizzes, handouts, worksheets, forms, etc. 1 day
- 1+ page outlines, syllabi, etc.: 1-2 days
- 1- 20 envelopes 1 day
- 5-15 page report 2 days
- 16-30 page report 3 days
- 30+ page report 5 days
- 200-500 page mail merge 1 day
- 500+ pages mail merge 2 days
- 1-50 question test 1-2 days
- 51-100 question test 2-3 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.
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.
The purpose of this area is to oversee the architecture, functioning, and compliance of the college web site as a whole. This area also administers the web content management system for the college and tracks usage of web site. Please use this form to submit web site requests: http://prairiestate.edu/about-us/operational-departments/public-relations-and-marketing/job-requestsforms/website-requests.aspx.
Copying/Duplicating, Collating, Stapling, Punching, Binding, Carbonless Forms, Cutting, Folding, Padding, Posters, Transparencies, Laminating, Distribution of incoming mail, acceptance of student/faculty correspondence .
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.
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.
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.
Distribution of Incoming Mail:
Mail is received and distributed each morning; pick-up by individuals or departments should not be before 11:15 a.m. Mail is routed to the ATOC and Health-Tech Buildings at 12 p.m. each day.
Internal distribution of fliers, 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 addresses must be typed (see guidelines below). Parcels and express mail are processed through the shipping and receiving department.
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.
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.
DOCUMENT PRODUCTION ANDN 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.