Policy and Procedures for CopyTech and Distribution of Paper and Supplies in Central Supply

Transcription

1 1 Policy and Procedures for CopyTech and Distribution of Paper and Supplies in Central Supply Purpose: To provide policy and guidelines for maintenance and distribution of paper inventories in CopyTech and Central Supply during Fiscal Year Background and General Information 1. As a result of limited funds for supplies, paper, and ink resources for fiscal year , the following changes will be made to the college s policy and procedures. These changes will be implemented immediately following approval by the president. 2. Please see Exhibit A for the content of the that will be transmitted as notification that the policy and procedures for CopyTech and Central Supply have changed.. 3. The management of a unified campus-wide effort as it relates to the conservation of supplies, paper, and ink shall be maintained by Administrative Services. 4. The changes (as listed below) to CopyTech operations along with diminished staffing may create an increase in the amount of time to process print jobs. Please be considerate to the employees of CopyTech. I. CopyTech Services A. Three of the four self-service copiers (Canon Ir7105), which are located in the lobby area of CopyTech, shall have all paper stock removed from the paper trays. These machines shall be available for employees who wish to use their own paper. NOTE: Bring Your Own Paper users who BYOP may use the copiers at no additional charge. Please ask for assistance in filling the paper trays. The paper must be 20 lb weight. The college is researching whether employees can obtain special pricing for paper products with an outside vendor. B. One of the four self-serviced copiers (Canon Ir7105) shall be password access locked. This machine will be unlocked by staff and available for students/guests who pay ten-cents per sheet. Paper which is used will be taken from retail inventory paper supplies 1. C. Instructors with examinations 2, assessments 3, and syllabi 4 may elect to submit a print job to CopyTech to be printed using college paper 5. There will be no charge for this service. Instructors must clearly identify the print jobs to CopyTech staff and indicate the type of job being printed on the work ticket; i.e., an examination, assessment, or syllabus. D. In support of item I.C. as listed above, the Academic Policy Committee has recommended the following guidelines. 1. All printed syllabi shall be abbreviated versions which could be considered to be no more than two sheets of paper (four printed images). 2. Instructors are encouraged to post their complete syllabus online using Moodle or Pweb. 3. Instructors are encouraged to find ways to minimize the size of exams where possible to limit paper usage. Examples include using green book and projecting essay questions or writing them on whiteboards. Definitions: 1. Retail inventory paper supplies refers to merchandise which is purchased using non funds and which is available for resale. 2. Examination refers to a document which contains a series of questions or exercised which evaluate skills or knowledge. 3. Assessment relates to a document which contains a series of questions or responses which are issued for analytical evaluation. 4. Syllabus refers to a document which outlines the course of study for an academic course. 5. College paper refers to paper which is purchased using funds.

2 2 4. All jobs printed by CopyTech shall be double-sided. E. In addition to Academic Affairs efforts for paper conservation, all non-academic departments shall also participate by having yearly paper conservation targets for print jobs made in CopyTech. 1. The paper conservation targets were established from historical documentation which reflects the amount of paper consumed for each department. Using a five-year average and a 70% conservation ratio, the targets for each area are identified in Exhibit B. 2. Based on the yearly paper conservation target, a monthly calculation shall be established for each division or department. This information shall also be posted and made available to all faculty and staff. F. CopyTech shall maintain the existing tracking system for jobs. IN the case of BYOP jobs because the job is being printed on a college machine, we will continue to require a job ticket be filled out. (Note: job tickets will be marked with a BYOP. ). These jobs shall not count against the conservation targets. G. CopyTech shall maintain a Monthly Paper Conservation Saving Log which will be filled out for each job being printed using college paper. At the end of each month, a report shall be electronically provided to department chairs and deans showing the amount of paper consumed. H. Print jobs for the Canon high speed machines (C6000 or 7135) in which CopyTech received paper stock from other sources may be processed. This may include jobs received from the Bookstore, Foundation, or other non departments on the campus. Jobs which use paper from other non departments will not be tracked on the paper consumption saving log. NOTE: Jobs which are received from non departments will require paper stock to be delivered prior to the start of the job. I. Other reprographic projects including NCR forms, business cards, booklets, brochures, posters, padded forms, binding, and transparencies shall not be processed unless paper stock is provided from other sources outside of accounts. Approval Protocol if using funds, the print job shall require a signature from a Vice President or President of the College. These jobs will also require that a Standard Supply requisition form (exhibit D) be submitted prior to fulfilling the job. J. All requests by employees to obtain an exception to the rules as listed above will be handled by a Vice President or President of the College. II. Central Supply: Paper Inventory The following conservation plan shall be implemented for Central Supply. A. In FY , Central Supply provided 1,992 reams of paper to the college using Central Supply requisitions. Based on the following table, a 70% reduction in paper shall be implanted for Central Supply. This shall be considered as the target conservation plan for the year. Number of Reams % of Reduction Cost of Paper 1,992 0% $7, % $1, % $1, % $557

3 3 Using last year s distribution of paper from Central Supply, a yearly target for paper conservation within each division is provided below. Detailed information by department can be found in Exhibit C. Last Year s Distribution (Reams) Monthly Targets (Reams) Reduction by Division 70% (Reams) Academic Affairs 1, Administrative Services President s Office Student Services Total 1, B. The following procedures will be used for distribution of paper inventory from Central Supply using the 70% conservation ratio. Approval Protocol a Standard Supply s requisition form (exhibit D) shall be used to request paper and it must be signed by an academic dean or department manager. Employees with the proper documentation and signatures will be able to pick up paper supplies (reams of paper) in the mailroom during normal hours of operation. Along with submission of a signed requisition form, employees will also be asked to update a tracking log book (Monthly Paper Conservation Saving Log). This tracking log will provide immediate information as to the amount of conservation occurring on the campus. Each month this information will be provided to senior staff, academic deans, and department managers. III. Central Supply: Office Supplies The distribution of office supplies maintained by Central Supply shall be provided with submission of an authorized requisition to the Business Office. Approval Protocol requisitions will require signatures from an academic dean or department manager. Depending on the type of materials requested, it may be filled from Central Supply inventory and may require an additional approval. The Business Office will provide assistance, as necessary. IV. Central Supply: Ink and Toner The following conservation plan shall be implemented for ink and toner issued by Central Supply. Approval Protocol the distribution of ink supplies will follow the same procedure as indicated in item III, except once the requisition has been approved, the user will have to exchange the used cartridge for a new one. Approved by: /s/ Kathleen Burke-Kelly 8/29/2012 /s/ Alma L. Johnson-Hawkins 8/28/2012 Kathleen Burke-Kelly Date Alma L. Johnson-Hawkins Date President, Pierce College Vice President, Student Services Date:

4 4 Exhibit A Protecting our Limited Remaining Paper and Ink Resources As you may be aware, the college s operating budget for supplies has been greatly reduced resulting in limited supplies of paper and ink. Please be aware that: CopyTech will still provide copy services for faculty syllabi, assessments and exams. All other forms and publications normally printed by Copytech will be limited based on your department s monthly allocation. Self serve copiers located in the front lobby of CopyTech will be available but you will have to provide your own 20lb paper to operate them. Please ask for assistance from CopyTech staff to load the paper. All other college supplied services provided by CopyTech will require a signed requisition prior to obtaining services. College departments will also be given a monthly allocation of paper from which syllabi, assessments, exams, and/or office forms and reports may be printed using multifunctional office printers. If you have any questions please check with your supervisor as to how to obtain paper for your department or area of work. Ways to conserve paper 1. Always try to think about ways to provide the same information without having to print on paper. 2. Whenever possible, "recycle" previously used paper by printing on the unused back side. 3. If you need to print, remember to condense the information and print on both sides of the paper. 4. Whenever possible, use electronic means of communicating (like Moodle) rather than paper. 5. Use the scan feature on your multifunctional printers to save a digital copy on your hard drive instead of printing a hard copy for the file. 6. Move the margins of the document so that you can type more information on the document. 7. Consider using a font size of 11 instead of a font size of 12

5 70% Paper Conservation Reduction Targets - CopyTech The quantities in this worksheet only reflect work tickets filled out in CopyTech. It does not include paper obtained from central supply or from other sources Exhibit B 0.7 cost per sheet =.0071/sheet includes Tax Department code Average Totals Academic 70 % paper Monthly Target Units Units Units Units Units Over 5 years FTE Reduction based on 70% Student Services 1 ADMISSIONS AND RECORD AR 178, , ,432 86,085 80, ,466 39,140 3,262 1 ASSESSMENT MATRICULATION AM 8,775 3,150 7,509 9,855 2,850 6,428 1, BRIDGE TO SUCCESS BS 48,479 40,257 18,123 28,084 2,573 27,503 8, CAREER CENTER CAC 26,206 26,206 7, COUNSELING COUN 84,520 85,508 68, , ,125 91,104 27,331 2,278 1 EOPS ADMINISTRATION EOPS 26,505 10,578 18,982 17,056 14,650 17,554 5, FINANCIAL AID FA 97, ,641 70,807 94,574 38,591 80,981 24,294 2,025 1 HONORS PROGRAM HP 92,039 87,841 85, , , ,704 33,811 2,818 1 INTERNATIONAL STUDENT IS ,459 1, JOB PLACEMENT CTR/HOUSING OFFI JCHO 6,378 19,713 10,793 1,700 9,646 2, OUTREACH OT 28,391 40,132 31,083 2,501 55,588 31,539 9, SPECIAL SERVICES SP 37,615 38,648 10,915 54,091 54,702 39,194 11, STUDENT SERVICES SS 9,045 7,207 19,728 11, ,711 2, TRANSFER CENTER TC 23,805 55,200 18,170 15,735 31,574 28,897 8, Total 613, ,941 15,328 Academic Affairs 2 ACADEMIC AFFAIRS AA 112, , , ,949 93, ,183 33,955 2,830 2 ADDICTION STUDIES ADD 33,702 34,537 30,731 32,061 32, , ADMINISTRATION OF JUSTICE AJ 27,459 34,925 41,080 45,525 53,731 40, ,163 1,014 2 AGRICULTURE AND NATURAL AGRI 65,861 58,018 84,515 89, ,343 80, ,157 2,013 2 ANTHROPOLOGY ANTH 101, , , , , , ,504 3,292 2 ARCHITECTURE ARCHI 1, ,724 2,119 1,304 2, ART ART 87,813 69,336 74,754 79,364 51,151 72, ,745 1,812 2 ATHLETICS AT 61,992 30,437 63,043 38,319 32,625 45, ,585 1,132 2 AUTO AUTO 11,490 50,938 36,615 29,209 62,576 38,166 11, BIOLOGICAL SCIENCES BIO 22,318 13,360 13,979 12,453 16,187 15, , BUSINESS AND MANAGEMENT BM 135, , , , , , ,968 6,914 2 CENTER OF ACADEMIC SUCCESS CAS 76,864 86,380 2,810 14,461 45,129 13,539 1,128 2 Center for the Sciences 2 CHEMISTRY CHEM 51,670 73, ,564 89,681 61,279 80, ,288 2,024 2 CHILD DEVELOPMENT CD 114, , ,879 26,391 19,560 88, ,545 2,212 2 CHILD DEVELOPMENT CTR CDCTR 21,711 49,535 40, , ,748 84,396 25,319 2,110 2 COMMUNITY SERVICES CS 32,328 46,573 41,609 77,098 28,934 45,308 13,593 1,133 2 COMPUTER APPLIICATIONS&OFFICE CAOT 64, ,442 89,496 49, ,745 1,229 2 COMPUTER SCIENCES COMSI 37,012 29,718 20,786 18,854 18,614 24, , COOPERATIVE EDUCATION CE 28,626 89,115 76,411 17,654 10,146 44, ,317 1,110 2 EARTH/PLAN SCIENCE EPS 139 2,010 1, ECONOMICS ECON 39,101 43, , , , , ,998 4,917 2 ELECTRONICS ELE 2,820 1, ,972 2,532 2, ENCORE/OASIS EO 72, ,889 51, , , , ,222 3,935 2 ENGINEERING TECHNOLOGY ET 2,610 6,693 4,652 1, ENGLISH EN , , , , , ,874 6,990 2 EQUESTRIAN EQ FOSTER/KINSHIP CARE EDUCATION FKCE 2,450 25,400 13,925 4, G.A.I.N GAIN 4, ,625 6,350 3, HEALTH HE 7,877 38,544 34,842 59,835 48,239 37, , HISTORY HIS 125, , , , , , ,879 3,240 2 HORTICULTURE HO 3,945 14,359 13,101 2,820 8,556 2, INDUSTRIAL TECHNOLOGY INDU 71,484 31,361 36,533 47,553 95,392 56, ,939 1,412 2 LIBRARY LIB 10,125 12,257 1,850 5,008 5,581 6, , LIFE SCIENCES LSCI 90,221 95, ,318 87,796 75,502 98, ,446 2,454 2 MATH MATH 268, , , , , , ,089 10,591 2 MEDIA ARTS MA 43,393 35,527 61,287 81,612 88,429 62, ,615 1,551 2 PHYSICAL EDUCATION PE 60,738 71,976 34,419 71,954 51,042 58, ,408 1,451 2 MODERN LANGUES ML 100, , , , , , ,198 4,183 2 MUSIC MUSIC 178, , , , , , ,841 3,820 2 NURSING SCIENCE NS 36,491 33,096 45,705 18,709 15,874 29, , PACE PACE 1, , PHILOSOPHY PH 105,251 80,672 63,334 85,168 95,691 86, ,807 2,151 2 PHOTOGRAPHY PHTO 3, ,080 1, PHYSICS PHY 149, , ,172 96,296 75, , ,388 4,616 2 POLITICAL SCIENCE POLISCI 134, ,655 84, ,669 65, , ,938 2,911 2 POOL POOL 4, , ,618 2, PSYCHOLOGY PSYCH 314, , , , , , ,166 9,181 2 SERVICE LEARNING SL 6,340 5,600 8,090 7,200 3,000 6, , SOCIOLOGY SOCI 113, ,537 94, , , , ,393 2,866 2 SPEECH COMMUNICATION SPEECH 76, ,599 99,667 86, ,914 96, ,914 2,409 2 THE LEARNING CENTER LC 16,139 14,713 23,835 1, , , THEATER ART THEAART 44, ,063 53,835 10,395 17,494 45, ,653 1,138 2 TITLE III TIII 39,005 39,005 11, VETERINARY VETE WORK FORCE WF 15,226 7,812 29,057 15,125 3,516 14,147 4, Total 4,289,633 1,286, ,241 Administration - 3 ADMINISTRATION ADMIN 330 1,889 1,922 6,372 14,997 5,102 1, BOOKSTORE BOOK 3,844 1,225 4,884 2,148 1,642 2, BUSINESS OFFICE BO 17,283 10,761 3,015 37,792 5,205 14,811 4, ENTERPRISE EP 21,561 6, ,944 5,500 7,818 2, INFORMATION TECHNOLOGY INFO 10,650 1, , MAILROOM MR 12, ,876 5,196 1, PAYROLL PR 1,926 3, ,441 2, PERSONNEL PSN 36,503 38,185 29,621 39,650 14,226 31,637 9, PLANT FACILITIES PF 18,032 1,545 7, ,566 7,888 2, POLICE POLICE 4, , ,021 1, Total 81,761 24,528 2,044 President - 4 CHANCELLOR AND PRESIDENT CP 7,526 3, ,872 1, COMPLIANCE OFFICER CO 11,588 2,531 9,307 4,963 7,097 2, MARKETING & PUBLIC RELATIONS MPR 1, ,000 3, , PROFESSIONAL DEVELOPMENT PD 2,947 9,810 6,379 1, RESEARCH OFFICE RO 580 6, ,513 2, STAFF DEVELOPMENT SD 1,600 1, Total 22,651 6, Other (CopyTech bills Department for direct costs) 5 ACADEMIC SENATE AS 10,428 14,515 1,101 22,127 41,176 17,869 5 AFT AFT 12,274 5,051 7,000 2, ,411 5 ASSOCIATED STUDENTS ORG ASO 27,336 24,739 6,694 13,100 3,009 14,976 5 DANCE CLUB DC ,590 16,864 8,349 5 FOUNDATION FO 5,338 1, ,506 3,009 2,221 5 WORK ENVIRONMENT COMMITTEE WEC Total Quantity 4,002,958 5,369,376 4,934,348 5,262,855 5,229,466 5,007,183 1,502, ,180 Total Cost $ 35,551 $ 10,665 $ 889

6 Exhibit C The quantities in this workshee reflect requistions processed in FY It does not include paper obtained from CopyTech 0.7 cost per sheet =.0071/sheet includes Tax Reams of Paper Reams Picked Up Department code Last Fiscal Year Academic 70 % paper Monthly Target Aug Sept Oct Nov equals every other month Reams Used FTE Reduction based on 70% Student Services 1 ADMISSIONS AND RECORD AR ASSESSMENT MATRICULATION AM BRIDGE TO SUCCESS BS CAREER CENTER CAC COUNSELING COUN EOPS ADMINISTRATION EOPS FINANCIAL AID FA HONORS PROGRAM HP INTERNATIONAL STUDENT IS JOB PLACEMENT CTR/HOUSING OFFI JCHO OUTREACH OT SPECIAL SERVICES SP STUDENT SERVICES SS TRANSFER CENTER TC - - Total Academic Affairs 70% Paper Conservation Reduction Targets - Central Supply 2 ACADEMIC AFFAIRS AA ADDICTION STUDIES ADD ADMINISTRATION OF JUSTICE AJ AGRICULTURE AND NATURAL AGRI ANTHROPOLOGY ANTH ARCHITECTURE ARCHI ART ART ATHLETICS AT AUTO AUTO BIOLOGICAL SCIENCES BIO BUSINESS AND MANAGEMENT BM CENTER OF ACADEMIC SUCCESS CAS Center for the Sciences CHEMISTRY CHEM CHILD DEVELOPMENT CD CHILD DEVELOPMENT CTR CDCTR COMMUNITY SERVICES CS months 2 COMPUTER APPLIICATIONS&OFFICE CAOT two reams 2 COMPUTER SCIENCES COMSI COOPERATIVE EDUCATION CE EARTH/PLAN SCIENCE EPS ECONOMICS ECON ELECTRONICS ELE ENCORE/OASIS EO ENGINEERING TECHNOLOGY ET ENGLISH EN EQUESTRIAN EQ FOSTER/KINSHIP CARE EDUCATION FKCE G.A.I.N GAIN HEALTH HE HISTORY HIS HORTICULTURE HO INDUSTRIAL TECHNOLOGY INDU LIBRARY LIB LIFE SCIENCES LSCI MATH MATH MEDIA ARTS MA PHYSICAL EDUCATION PE MODERN LANGUES ML MUSIC MUSIC NURSING SCIENCE NS PACE PACE PHILOSOPHY PH PHOTOGRAPHY PHTO PHYSICS PHY Physical Educaton 2 2 POLITICAL SCIENCE POLISCI POOL POOL PSYCHOLOGY PSYCH SERVICE LEARNING SL SOCIOLOGY SOCI SPEECH COMMUNICATION SPEECH THE LEARNING CENTER LC THEATER ART THEAART TITLE III TIII VETERINARY VETE WORK FORCE WF - - Total 1, Administration - 3 ADMINISTRATION ADMIN BOOKSTORE BOOK BUSINESS OFFICE BO ENTERPRISE EP INFORMATION TECHNOLOGY INFO MAILROOM MR PAYROLL PR PERSONNEL PSN PLANT FACILITIES PF POLICE POLICE - - Total President - 4 CHANCELLOR AND PRESIDENT CP COMPLIANCE OFFICER CO MARKETING & PUBLIC RELATIONS MPR PROFESSIONAL DEVELOPMENT PD RESEARCH OFFICE RO STAFF DEVELOPMENT SD Other (CopyTech bills Department for direct costs) 5 ACADEMIC SENATE AS 5 AFT AFT 5 ASSOCIATED STUDENTS ORG ASO 5 DANCE CLUB DC 5 FOUNDATION FO 5 WORK ENVIRONMENT COMMITTEE WEC Total Quantity (reams) 1, Total Cost $ 7, $ 1, $

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