Policies

LIS provides a wide range of information service and support to the Luther community. Policies that guide and govern these services and support activities are collected here for reference.

Program Support

The following policies are related to coordinating the acquisition of information-related resources and equipment, managing inventory, supporting financial, bookkeeping, and budgeting processes, coordinating constituent relations, supporting operations of LIS service points, and providing administrative support to LIS. They are only available to LIS personnel.

  1. Ad hoc Microsoft Office Upgrade Requests

    Date Issued:
    Date Revised: 01/15/06

    I. Policy

    This documents rationale and procedure for dealing with ad hoc Microsoft Office upgrade requests on college-owned workstations.

    II. Purpose

    Ad hoc upgrade requests will need to be considered on a per user basis. This document outlines important considerations and preferred outcomes of upgrade requests.

    III. Scope

    Approval procedure, considerations, desired outcomes, and support policy for ad hoc Microsoft Office upgrades.

    IV. Terms and Definitions

    N/A

    V. Procedures and Guidelines

    1. Approval Procedure
      • Request will come through the Help Desk
      • Help Desk will pass request to User Systems dept. head
      • User Systems head will discuss the request with the user and approve/deny request
    2. Considerations
      • Hardware specifications (Will the user’s current equipment handle the upgrade (part/full)?)
      • Compatibility with dept. and shared docs (What impact will the upgrade have on office workflows and the sharing of documents?)
      • Estimated support needs (Will LIS be prepared to support the user in their specific use of the software?)
      • Is the reason for switching versions critical to operations or workflow?
      • Could the need be fulfilled by access to the desired version via Citrix?
    3. Desired Outcomes
      • Request will affect as few users/workstations as possible outside of the scheduled upgrade cycle.
        • Department’s upgrade cycle schedule may be altered depending on how critical of a need the upgrade is and how many in the department will be affected.
      • Upgrade will include as few Office components as possible.
        • Adherence to this principle will be highly dependent on the particular situation and component(s) requested. The general idea behind this outcome is to minimize departmental compatibility issues.
    4. Support
      • User will be made aware of potential diminished support capabilities.
      • Upgrades to software versions that do not have a Luther implementation plan will be highly discouraged.

    VI. Confidentiality and Record

    Ad hoc upgrades will be tracked.

  2. Budget Procedures

    Date Issued: July 21, 2006
    Date Revised: September 29, 2008

    I. Policy

    This policy sets forth the Purchasing Coordinator’s guidelines for helping the LIS Executive Director manage the LIS budgets.

    II. Purpose

    The LIS Executive Director is responsible for managing the budgets of the various LIS accounts. However, because the purchasing coordinator places and processes orders and approves the payment of the invoices, he/she is very aware of budget account activity. This document sets forth the guidelines for helping the LIS Executive Director manage the LIS budgets.

    III. Scope

    The policy applies to the Purchasing Coordinator, to the LIS Executive Director, to the leaders of the LIS departments (who serve as budget center directors) and to the Office for Financial Services.

    IV. Terms and Definitions

    • Budget – a sum of money allotted for a specific purpose.
    • Budget Center Director/Leader – a person designated as head of a department within LIS who requests the funds for their department and monitors the spending within that account.
    • Account – a unique series of 15 digits that consists of a combination of four main components: Fund, Function, Unit, and Object and identifies a college department or organization.
    • Security – permission set up by the Controller of the College to debit and/or credit an account and to watch activity within that account.

    V. Procedures and Guidelines

    • Security for budget accounts.
      • The LIS Executive Director contacts the Controller of the College on behalf of the purchasing coordinator and requests security to the appropriate accounts.
      • Security allows the purchasing coordinator to debit accounts in Datatel when preparing a purchase order. Without security, an account cannot be debited.
      • Security also allows the purchasing coordinator to view the accounts within Datatel and within my.luther.edu to keep abreast of the activity.
    • Debiting a budget account.
      • A budget account is automatically debited when a purchase order is created and encumbered in Datatel. The process is finalized when the invoice is paid by OFS.
      • A budget account is debited after the purchasing coordinator’s monthly billings are posted.
      • A budget account is also debited when monthly billings from other departments (Dining Services, the Book Shop, the Print Shop, the Mail Center, Facilities Management) are posted.
    • Crediting a budget account.
      • The inventory account is credited by default (default may be overwritten) when monthly billings are entered. See Billings Procedures.
      • Budget accounts are credited when a rebate is deposited at OFS. Credit goes to the account that was debited when the purchase was made. A memo stating the budget account number accompanies the check to OFS. See Rebate Procedures.
    • Allocation of dollar amounts within each budget account.
      • Dollar amounts in each budget account are established by the LIS Executive Director as requested by the Director of Budgeting in Administrative Services.
      • The LIS Executive Director can change the amounts within the budget lines by placing a request in writing to the Director of Budgeting.
    • Viewing the budget transactions.
      • ACBL in Datatel. See Datatel Procedures.
      • My.luther.edu. Go to Employee menu, click Budget Selection, and then Login. Attachment # 1 and attachment # 2 show what to do next.
    • Budget transfers.
      • Occasionally non-LIS departments approve a budget transfer of their funds to an LIS budget account because they are requesting technology equipment or software that LIS has not budgeted for. LIS prefers to make the purchase and include it in the LIS equipment inventory. This also happens near the end of a fiscal year when departments are simply trying to use up their funds. LIS sends a memorandum to the budget center director to request this type of budget transfer.
      • Budget transfers within the LIS budget accounts can be requested anytime during the fiscal year but are most common as the end of the fiscal year approaches and it is necessary to create a positive balance in each budget line. The Director of Budgeting has prepared and distributed a budget transfer form for this purpose. Electronically found on Office for Financial Service Website.
    • Processes preparing for the end of the fiscal year.
      • The supplies inventory account must be balanced monthly and a balance sheet submitted to the Controller of the College. Since each month needs to be balanced, there is a worksheet for each month.
      • Since any purchase that is not assigned a purchase order via Datatel, credit card purchases primarily) is not automatically encumbered, it is easy to forget those purchases have been made and budget dollars have been spent. They must be accounted when considering budget expenditures.
    • Miscellaneous.
      • It is a good idea to watch the budget accounts closely during the year and question any activity that doesn’t make sense or isn’t understood. If a department other than LIS has submitted an incorrect charge, it is up to that department to request the correction (to OFS). If the error is an LIS error, screen print the entry in ACBL and send it to OFS highlighting the transaction and indicating which budget to debit for the charge. OFS will do a journal entry to make the correction. It is likely that OFS will request that any line that is more than $1000 in the red be adjusted as the deficit occurs. Adjustments for those requests are generally made between line items within an account.

    VI. Confidentiality and Record

    Since the purchasing coordinator is responsible for approving debits and credits to the LIS budget accounts, he/she is in a position to aid the LIS Executive Director in maintaining balanced accounts. The purchasing coordinator has security only for codes that start with a ‘5’ which means that salary and benefit information is not viewable. The purchasing coordinator also shares the role of ‘assistant’ concerning budgets, is not listed as a budget center director, and does not assume responsibility for the final result at the end of the fiscal year.

  3. Contracts That Require an Authorized Signature

    Date Issued: June 28, 2006
    Date Revised: September 29, 2008

    I. Policy

    College policy states that a contract or agreement that requires an authorized signature be signed by the president or a cabinet member and that a copy with original signatures be stored in the vault of the Office for Financial Services.

    II. Purpose

    This document details the LIS procedure for complying with college policy.

    III. Scope

    This policy applies to all LIS staff who have a contract or maintenance agreement that requires an authorized signature. It also applies to cabinet members who are authorized to sign contracts/maintenance agreements, to the LIS purchasing coordinator, and to OFS staff who are responsible for the completion of this process.

    IV. Terms and Definitions

    • Authorized signature – the signature of a Luther College cabinet member.
    • Cabinet member – the President and Vice-Presidents of the College.
    • Maintenance agreement/contract – a contract with an outside service or agency to fix a hardware or software system (or its components) when it breaks, or assist with upgrades to the system – often for the period of a year.

    V. Procedures and Guidelines

    • How to determine if an authorized signature is required.
      • If a contract or maintenance agreement requires an authorized signature, it will be obvious – there will be a line for the signature, the date, the person’s title and possibly a line for the person’s name to be printed. The dollar amount of the contract has no bearing. Some contracts or agreements are for less than $500; some are for thousands of dollars. The vendor determines if an authorized signature is needed.
    • How to obtain an authorized signature.
      • LIS prepares two copies (two is the number suggested by Administrative Services) of a maintenance agreement or contract and delivers both to the president’s office to be signed. If the president is not available, Administrative Services seeks a vice-president who will provide the authorized signature.
      • After the two documents have been signed, the president’s office either calls the purchasing coordinator who picks up the signed documents, sends the documents via campus mail, or personally delivers the documents.
    • What to do with a document once an authorized signature is obtained.
      • The vendor is contacted and asked if they want the contract faxed or mailed. LIS complies with their request.
      • Some agreements/contracts are returned to LIS with the original signatures of a representative of the vendor; some are not. If there is a place on the contract for the vendor’s authorized signatures, send them both originals and ask that they return one to LIS.
      • A document with original signatures (a Luther representative and sometimes a vendor representative) is taken to the OFS secretary.
      • Include a note that explains briefly what the agreement/contract is for and ask that it be put in the LIS folder in the vault.
      • Attach a copy of the document to the purchase order packet and note that OFS is storing the original.

    I. Confidentiality and Record

    The purchasing coordinator is responsible for storing a signed copy of each contract or maintenance agreement. Since a copy with an original signature is kept in an LIS file folder in the OFS vault, it is not necessary to have a copy with the original signature in the LIS files. The paperwork is attached to the purchase order packet and kept in the vendor file folder in the vendor file cabinets.

  4. Copper Conferencing Billing Procedures

    Date Issued: June 20, 2006
    Date Revised: October 20, 2014

      I.     Policy   

    This policy sets forth the guidelines established for processing the monthly Copper Services invoice.

    II.     Purpose

    Luther College subscribes to an audio-conferencing service provided by Copper Services.  Usage must be charged to the appropriate departmental account.  The purpose of this document is to detail the procedure used when processing the monthly invoice. 

    III.     Scope

    The policy applies to the program support coordinator or any department member who processes the Copper Services invoice during the program support coordinator’s absence.  The policy also applies to the Telephone and Network Technician and to the users of the Copper Services as outlined below. 

    IV.     Terms and Definitions

    •  Copper Services  – the vendor Luther College uses for audio-conferencing calls.
    •  ModCode – this stands for Moderator Code. 

    V.     Procedures and Guidelines

    A.    Monthly invoice.

    •   The invoice is emailed to Program Support Coordinator, who breaks down the charges and sends a memo to each moderator’s contact person and asks them to provide an account number for the charges. It is stored electronically in vendor file within the Program Support Coordinators email.
     

    B.     Informing the moderators.

    •   We have three moderators as of this writing. 
      •  Administrative Services/ModCode 4414294 – contact is Vicky Halverson.
      • Development/ModCode 2523053 - contact is Michelle Einck.
      • College President/ModCode 9265935 – contact is Marcia Bullerman
       

    Send each moderator’s contact person a copy of the charges along with an authorization form to be completed and returned to the LIS Program Support Coordinator. The account number to be charged as well as a signature is required. The authorization form is located in the current years General Ledger excel sheet, in the tab Copper Services. It will calculate the total when you enter the call total for each moderator, make sure to change the date to the current month and year.

    C.     Approving the invoice.

    • As soon as the signed authorization form(s) is/are returned, indicate it is okay to pay, date and sign it. Forward the invoice and the signed authorization form(s) to Office for Financial Services for payment.
     

    VI.     Confidentiality and Record

    Because the Telephone and Network Technician is a member of the LIS department, the LIS program support coordinator is responsible for approving payment of the Copper Services charges even though LIS seldom uses the services. The signed authorization form is necessary as it indicates to Office of Financial Services that LIS is authorized to approve payment against a non-LIS account number. Only copy the first page of the invoice for the vendor file, for quick reference and confidentiality. It is stored electronically in vendor file within the Program Support Coordinators email. The Office for Financial Services keeps copies of invoices and the breakdown of the invoices.

  5. Datatel Procedures (Purchasing Coordinator)

    Date Issued: July 31, 2006
    Date Revised: September 29, 2008

    I. Policy

    This policy sets forth the guidelines for using Datatel.

    II. Purpose

    The purpose is to detail the procedures for obtaining a purchase order, accepting the purchase order, unaccepting a purchase order, voiding or closing a purchase order and selecting reports to run.

    III. Scope

    This policy applies to the purchasing coordinator and anyone else in the department who depends on the use of the above-mentioned procedures. Also involved are the personnel in the Office for Financial Services who process the end results.

    IV. Terms and Definitions

    • Datatel – the vendor that provides the software for Luther’s Student Information System and Alumni Development System.
    • Security – permission obtained from the Controller in Office for Financial Services to use needed features of Datatel.
    • POEM – mnemonic used to gain access to the screen to obtain a purchase order.
    • PORC – mnemonic used to gain access to the screen used when accepting an order.
    • POCV – mnemonic used to gain access to the screen used when closing or voiding an order.
    • POAL – mnemonic used to gain access to the screen used when unaccepting an order that has previously been accepted via PORC.
    • PINQ – mnemonic used to gain access to the screen used when inquiring about an order.
    • ACBL – mnemonic used to gain access to the screen used when viewing the balance of an account.
    • LGLA – mnemonic used to run a report that shows account activity within a specified time period.
    • NAE – mnemonic used to look up the Datatel ID numbers of people listed in the database.
    • XL53 – mnemonic used to look up the name of an account number.
    • Encumbrance – an expected claim against an account – a commitment or intention to spend.

    V. Procedures and Guidelines

    • Logging into Datatel.
      • Log in to Datatel-collive (attachment # 1a). CF screen appears – included as attachment # 1b. Additional comments are added beneath the attachment.
      • Select POEM.
    • Using POEM.
      • The date defaults to the current date.
      • Using the Tab key, complete the fields.
      • If the vendor name is not in the database, contact Accounts Payable, providing the name of the vendor, address and phone number. The accounts payable clerk will add the vendor and reply that it has been added.
      • Additional notes have been added under the screenshots of attachment # 2a, attachment # 2b, attachment # 2c and attachment # 2d.
    • Using PORC.
      • PORC must be used to accept an order. OFS cannot pay an invoice without the order being accepted.
      • Attachment # 3 is a screenshot and additional comments are included beneath.
    • Using POCV.
      • POCV is used to close or void an order. It is rarely used.
      • Attachment # 4 is a screenshot and additional comments are included beneath.
    • Using POAL.
      • POAL is used for unaccepting an order. If an error is discovered after an order is accepted in PORC, it needs to be corrected before OFS can pay the invoice. The only way to make the correction is to unaccept the order in POAL, make the correction and go through the process of accepting it again in PORC.
      • Most common errors are failing to add a shipping charge before PORC, failing to change a quantity before PORC, failing to add or delete an item if the order was changed after POEM.
      • Attachment # 5 is a screenshot with additional comments included beneath.
    • Using PINQ.
      • Used only for looking up information about the purchase order. Experiment with it. See attachment # 6.
    • Using ACBL.
    • Using LGLA.
      • LGLA is a valuable (though tedious) reporting tool, most used by the purchasing coordinator to show end of each month results when balancing the inventory account.
      • Reports showing actuals, budgets, or encumbrances for specific budgets can be run. Attachment # 8a, attachment # 8b, attachment # 8c, attachment # 8d and attachment # 8e show the various steps to obtaining a report.
    • Using NAE.
      • NAE is used to obtain the Datatel ID number of anyone entered in the database.
      • Most often, the ID needed would be for a student, faculty or staff person whose personal account will be charged for phone usage. The purchasing coordinator provides the Datatel ID number to OFS as a courtesy. See Qwest Long Distance Bill procedure for more information.
      • Attachment # 9a and attachment # 9b are screenshots with comments included beneath.
    • Using XL53.
      • Occasionally a department provides a new account number to bill supplies or equipment to and that number may not be in the billing program database. XL53, then XGLN (Search for General Ledger #) is a tool that can be used to find out if the account is legitimate and to find out the name of the account. If this method fails to provide the needed information (and it usually does), contact the senior account in OFS. (XL53 is not user friendly and results in frustration to the point that it is much easier to go directly to OFS or to ask the person who provided the account to obtain the information needed.
    • * Attachment # 10a and attachment # 10b show screenshots of the process along with comments.

    VI. Confidentiality and Record

    The purchasing coordinator is responsible for placing LIS orders and using Datatel to do so is required. As of this writing, the only accounts that can be debited when creating a PO in Datatel (meaning those are the accounts the purchasing coordinator has security for) are the following:

    • 10 000 33800 12000 – LIS Supplies Inventory account
    • 10 131 33500 and all object codes starting with a 5 – Library (only use object code 52151 – Library materials, but have access to all)
    • 10 131 33600 and all object codes starting with a 5 –Academic Technology
    • 10 132 33800 and all object codes starting with a 5 –Information Technology (Training and Support)
    • 10 132 33900 and all object codes starting with a 5 – Software Development
    • 10 132 34000 and all object codes starting with a 5 – User Systems
    • 10 132 34100 and all object codes starting with a 5 – Network and Systems
    • 10 132 34101 and all object codes starting with a 5 – Local Phone System
    • 10 132 34200 and all object codes starting with a 5 – Help Desk
    • 11 132 33820 and all object codes starting with a 5 – Miller Endowment (Network and Systems)
    • 11 132 33821 and all object codes starting with a 5 – Miller Endowment (User Systems)
    • 30 749 69703 and all object codes starting with a 5 – Datatel Active Campus (Liquid Matrix)
    • 30 743 69410 52111 – the account used for faculty rollout charges
    • 10 000 34000 44910 – The revenue account for auction proceeds

    Other account numbers can be added as approved by the LIS Executive Director and the Controller of the college.

  6. Donating Technology Equipment

    Date Issued: June 21, 2007
    Date Revised: September 30, 2008

    I. Policy

    This policy addresses the donation of technology equipment to non-profit local, national and international organizations/institutions.

    II. Purpose

    LIS believes that technology equipment that has been removed from service at Luther has a continued useful life elsewhere. Individuals, who may not have had the opportunity previously, will be introduced to technology and be able to develop a new set of skills that may allow them to become more competitive in the job market. Additionally, LIS sees this as an opportunity to fulfill Luther’s mission of serving and building relationships with individuals, organizations and institutions in the world-wide community.

    III. Scope

    This policy affects LIS staff who prepare the equipment for donation and remove it from inventory, the persons in charge of packing and shipping the equipment and the end-users of the equipment.

    IV. Terms and Definitions

    • Non-local – A locale that requires equipment to be packed and shipped to destination.
    • Local – a locale close enough to Decorah that the recipient can pick up the equipment. No packing and/or shipping is needed.

    V. Procedures and Guidelines
    • Request for donation.
      • The person, organization or institution requesting donated technology equipment submits a “Request for Donation of Technology Equipment” form to the Executive Director of Library and Information Services.
      • The Executive Director of Library and Information Services shares the request with the User Systems Manager.
      • The User Systems Manager determines what equipment is available and reports this information with the Executive Director of Library and Information Systems. The manager and director make a decision on whether or not to move forward with the request.
      • If the request is approved, the User Systems Manager works with the requestor to fulfill the request, provides details to the purchasing coordinator, and prepares the equipment for delivery.
      • The request form is located on womeldla ‘Administration Storage Server (Admin1)’ (H:)/My Documents/Misc/On-line Auction/Request for Donated LIS Equipment.doc (private drive).
    • Disclaimer Form
      • The LIS purchasing coordinator completes the lower section of the disclaimer form with a description of each item and the serial number and retains the original form.
      • A person representing the donee dates and signs this form at the time of donation and receives a copy of the signed form.
      • The form is located on womeldla ‘Administration Storage Server (Admin1)’ (H:) /My Documents/Misc/On-line Auction/Disclaimer for Donated LIS Equipment.doc (private drive).
    • Delivery of equipment.
      • If the donee is a non-local person, organization or institution, the requestor/donee is responsible for all labor and costs involved with delivery of the equipment to its destination.
      • If the donee is a local person, organization or institution, the requestor/donee is responsible for picking up donated equipment.
      • LIS assumes no responsibility in either case.

    VI. Confidentiality and Record

    LIS is pleased to be able to serve the community beyond Luther College by donating used technology equipment to non-profit organizations/institutions that don’t have the funds to purchase said equipment. The purchasing coordinator maintains a folder in the top desk drawer that includes the original paperwork for each donation. Items donated are deleted from Track-It.

  7. Microsoft Home Use Program (HUP)

    Date Issued: August 7, 2008
    Date Revised: October 28, 2013

      I.     Policy

    This policy documents rationale and procedure for use of Microsoft’s Home Use Program (HUP) provided through the college’s participation in the IAICU Microsoft Campus Agreement.

    II.     Purpose 

    To provide an avenue for the appropriate use of HUP that honors the spirit of the program, allows employees to use Microsoft Office products for personal use on a home computer, and causes minimal impact on LIS workflows and budget. 

    III.     Scope 

    All people that Luther considers to be faculty, staff or administration are considered eligible to use this service. 

    IV.     Terms and Definitions 

    Home Use Program (HUP)

    IAICU (Iowa Association of Independent Colleges and Universities) Microsoft Campus Agreement (of which Luther is a part) allows eligible employees to purchase and install one Microsoft Office product on one personal home computer – it can be used for personal and/or work purposes 

    V.     Procedures and Guidelines

    A.    LIS has announced that this program is available, provided access to the links for ordering the software, and will announce if/when the program ends but will not be responsible for either the ordering of the product or the administration of its use.   The terms of use are between the employee and Microsoft.   Upon leaving Luther, employees must discontinue use. Products available Microsoft® Office Professional Plus 2013 for Windows and Office 2011 for Mac.

    ·        Operating System software and Server software are not available.

    ·        The individual pays a $9.95 charge for each product when ordering online. Optionally, individuals may purchase a back-up DVD for an additional $12.00.  The URL is https://hup.microsoft.com .  Employees request the Luther code by completing the form at https://lis.luther.edu/services/HUPRequestForm.   Completion of the online form generates work order email to the Program Support Coordinator.  Program Support Coordinator responds to requestor with email providing the current code (changes every three years when a new Microsoft contract becomes effective).

    ·        This is the canned email is sent to the requestor of HUP.

    Dear

    Luther's code is (current code listed her). Go to hup.microsoft.com, choose your location, and then enter your email address and the code to authorize your purchase.

    Note that the $9.95 option is a downloadable version(this is a one time cost.) If you would prefer to have the media either for initial installation or for backup purposes, there is an additional $12.00 cost.

    As a reminder, the Home Use Program only allows you to use the software on your home computer while you're employed at Luther.

    A. Work order needs to be updated and then closed after the requestor has information.

    B.Employees are also eligible to purchase specially priced Academic Edition full packaged products.

    C.Microsoft provides setup and installation support for the acquired software.

    VI.     Confidentiality and Record 

    Luther College bears no responsibility for Faculty, Staff and Administration use of this program other than to announce the availability and termination of the program and provide the appropriate link for purchase. 

  8. Monthly Billings Procedures (LIS Purchases)

    Date Issued: June 12, 2006
    Date Revised: October 23, 2014

    I. Policy

    This policy sets forth the guidelines for monthly LIS billings to academic and administrative departments on campus.

    II. Purpose

    LIS Purchasing Coordinator is responsible for monthly billings for Ricoh machines on campus and the machines included in the Ricoh lease agreements.  The purpose of this document is to detail the procedure used when submitting monthly billings to academic and administrative departments on campus. As a service to college administrative and academic departments, LIS maintains a very small inventory of toner cartridges for the Dell 5100 printer.  All items initially charged to the inventory account must be billed to departments that request the items.

    III. Scope

    The policy applies to the purchasing coordinator whose responsibility it is to bill academic and administrative departments appropriately.  It also applies to Luther staff requesting supplies and other items from the LIS inventory and all departments with Ricoh-serviced copiers.

    IV. Terms and Definitions

    •  Debit – a charge to an account – a debt.
    • Credit – payment received into an account.
    • Datatel account number – a 15-digit ledger number that has five components.
      Example: 10-132-33800-51111 10=fund 132=function 33800=department 51111=object code
      Refer to My.Luther Manual for more detailed information
    • Inventory account – 10-000-33800-12000 –inventory items are charged to this account when purchased either for inventory purposes or pass thru purposes.
    • Supporting Documentation – invoice, emails, or written requests that will be attached to monthly billing for proof of billing.

    V. Procedures and Guidelines

    • Billing - Accounts
    • Billing for items in inventory
      • Help Desk will open a ticket for toner in inventory. If the account number to be debited is not included in ticket, email department asking for the account number. Use the email as supporting documentation for the monthly billing process.
      • Other items in current inventory will be billed out as they are needed on campus.  A ticket may or may not be opened for this.  Emails usually are the supporting documents for these purchases.
      • The department is debited and inventory is credited.
    • Billing for requested items from staff and faculty debited to the inventory account (pass thru).
      •  Includes equipment and miscellaneous items that LIS orders at a department’s request. The department usually funds or shares the funding of the purchase.
      • Supporting Documentation is usually email. Billing information is taken from the invoice. We charge the cost of the item, including any freight associated with original cost.
      • Funding department(s) is debited and inventory is credited.
    • Billing for non-inventory items.
      • Includes a department needing an additional workstation and or monitor or similar item that we already have purchased as part of our regular purchasing routine each year. They may want to charge a research or grant account. User Services is willing to accommodate the request made.
      • Funding department(s) is debited and User Services(workstation account) is credited.
        As items are ordered, requested and used that require a department billing should have the supporting documentation stored as a reference to begin the process below. Each month as the process is completed it will be attached to a paper copy of the billing and stored in file cabinet in Program Support Office. Then new supporting documentation for the next month will begin and be stored for reference for the next department billing.
    • Billing – Submitting
      • Submitting billings to Office for Financial Services.
        • Department billing is done once a month after the 12th of the month, when the activity associated with the commercial card has been posted. Quarterly, OFS also back dates commercial card items, so it is best to wait until it is completed.
      • Open Department Billing Spreadsheet.
        • Insert a new tab for the month, title as current month and year. Copy and paste headings from the previous month into the new month worksheet. Change the month/year cell to reflect the current month year.  Use the supporting documentation gathered during the month to enter the information required in this sheet. Once all the items are entered for the month, check to see if it balances. Open a new spreadsheet, copy only the month you are working on into this new sheet. This will be the one you send to OFS via email for the actual posting to accounts. Save the sheet to the desktop and name using this scheme, LISSept14. Close the department billing sheet and go back to the desktop sheet. Arrange all the debit rows together and all the credit rows together, making sure it balances. Once that is complete, attach this sheet and send to OFS.
      • Open Inventory Spreadsheet.
        • This spreadsheet keeps a running total of what is inventory at any given time.
        • All transactions are recorded in this sheet that must be balanced monthly. There are two tabs for each month.  Use the current tab for the month, this tab is created after balancing the previous month, so the beginning information is correct and ready to be adjusted with what changes happened to the inventory during the month.
        • Insert the additions to inventory for the month.
        • Use the “billed out in xxxx” column for inventory items that will be deleted, they have been billed out and are no longer in inventory.
        • There may be some items that will be additions and billed out in the same month. These are the pass thru items, usually requested to purchase from departments. Use the department billing sheet as a reference tool here if needed, as to what was billed out.
        • Run and print an LGLA report from Datatel. (instructions in the Datatel portion of manual) Use this report as a tool for the balance sheet portion of the Inventory spreadsheet. Fill in the appropriate amounts from the LGLA and Inventory sheet into the balancing sheet.Make sure the month balances and print this sheet, the coordinating monthly sheet and a copy of the LGLA for the month and send these hard copies to OFS. OFS should be able to follow the activity in the inventory account from these sheets from month to month.
      • Missing inventory.
        • Occasionally an item still listed in inventory and not billed out, is unaccounted for.
        • When this is realized, the amount of the item must be taken out of inventory and one of the LIS accounts will have to be charged for it.
        • This is most likely to happen with supplies (toner and labels).
      • Returned Items.
        • Departments will occasionally return an unopened inkjet cartridge or laserjet toner cartridge and want credit for it – this can happen if a printer has been replaced and the department has stocked up on toner.
        • The LIS billing inventory program and billing program is not set up to handle credits in the way a retail store would so we write the account number they would like to have credited on the label on the box of the toner and when that item is re-bought by another department, the account to receive the credit is the one written on the label.
        • The returned items are NOT returned to the inventory account.
        • Occasionally a department cleans cupboards and returns an unopened toner and requests credit, but we know that the toner is very old – perhaps we haven’t ordered from that vendor for several years. Let the department know that the shelf life of the toner has most likely expired and that the toner is best given away. (This is not very likely to happen since January 2009 when LIS stopped stocking toner for desktop printers.)
    • VI. Confidentiality and Record

    The purchasing coordinator is responsible for monthly billings of both supplies and equipment. All paperwork pertaining to an order (the request for the order, the purchase order, the packing slip(s), the invoice(s)) are kept in a vendor folder in a file cabinet in the purchasing coordinator’s office. Original invoices are submitted to the Office for Financial Services. The vendor file cabinets are sorted through each summer and those which have had no action in the past 5-7 years are sent to the archives in the Library for either storage or destruction.

  9. Monthly Billings Procedures (Ricoh)

    Date Issued: Feb 1, 2010
    Date Revised: August 1, 2014 

      I.     Policy 

    This policy sets forth the guidelines for the LIS Program Support Coordinator’s role in Luther’s partnership with Ricoh (formerly IKON Office Solutions).

    II.     Purpose 

    The purpose of this policy is to detail the Program Support Coordinator’s role in this partnership 

    III.     Scope 

    This policy applies to the Program Support Coordinator, to Ricoh personnel, to any of the many persons on campus who use Ricoh’s services, to other LIS staff members who work with Ricoh staff and to personnel in OFS who process the monthly printing billings. 

    IV.     Terms and Definitions 

    ·        Ricoh – a company with whom Luther has partnered to provide printing and mail room solutions.

    ·        Kim – Kim Bohr, the Document Center Manager, Ricoh Site Manager

    ·        Jeff Naatz – Document Center staff responsible for printer/copier monthly readings 

    V.     Procedures and Guidelines

    A.    The Document Center

    ·        Placing orders

    o       Monthly Heartland Paper order –  Heartland Paper is the vendor for paper on campus.  Create PO in Datatel for $1.00 on the first of each month, email the number to doccenter@luther.edu.  When the Document Center places orders thru the month, they will cc the Program Support Coordinator with the order. The paper orders are delivered directly to the Document Center, so when invoices arrive, scan in and email to doccenter@luther.edu for approval. Upon approval from Document Center the invoice(s) can be approved and  paid, charging 10 201 52500 51801, cost of goods sold, and forward to OFS for payment. 

    o       Vendors other than Heartland -  Use either purchase orders or the credit card for these vendors and charge 10 201 52500 51801 or Kim Bohr will designate the account number to charge, depending on what is ordered.  If the order requires a purchase order, generate one and let the Document Center know the number and they will place the order. If the purchase is by credit card, the Program Support Coordinator will place the order, receive it, check it in and forward to the Document Center.

    ·        Paying for service contracts – no purchase order numbers are needed for these.

    o       The master contract – this monthly invoice is over $2500 so the Executive Director of LIS (Paul Mattson) needs to approve with signature. It is received in an email from Kim Bohr. Kim will give you a breakdown of accounts and amount to charge. This invoice is split between the Document and Mail Centers. The Program Support Coordinator prints the invoice and records the account numbers to be charged and amounts on the invoice and Paul Mattson will approve. Once it has been approved it should be forwarded to OFS for payment. This is a monthly invoice whose amount should match the first worksheet totals on the spreadsheet IKON posts to their Document Center network share each month.

    o       Combined lease invoice - All leased devices are billed on one invoice.  Each month, update and print out the Ricoh Combined Lease document - this lists the accounts to be charged and the amounts. It is found at Ricoh 377178 Combined Lease, look for this tab in the General Ledger workbook. Sign and date the invoice and include the spreadsheet, print off only the selection for the current month. Forward to OFS for payment. 

    ·        Billing for printing – this process is done monthly and is usually completed by the 5th of each month.

    o       Document Center staff records meter reads for each device (copier or HP printer) on a spreadsheet that the Program Support Coordinator has access to.  Meter click reads are started the last week of each month with the target completion date being as early in the next month as possible. The spreadsheet is in folder on the Print Shop network share is called “Ricoh” and the file within that folder is called “EOM”. Choose the current year (2014) and then the month to be billed.  The second worksheet (called Billed Inventory) provides the reads. 

    Billing Process Steps

    The steps for this process are lengthy.

    Please refer to Program Support Manual in office for a complete set of instructions for this procedure.

  10. Obtaining Pricing and Requesting Quotes

    Date Issued: July 25, 2006
    Date Revised: September 26, 2008

    I. Policy

    This policy sets forth the guidelines for obtaining pricing and requesting price quotes for technology hardware, accessories and software.

    II. Purpose

    The purchasing coordinator is often asked to obtain pricing for various pieces of hardware, accessories and software. This document details the guidelines for completing that task.

    III. Scope

    This policy applies to the purchasing coordinator, to the staff who request the pricing, to the Library Acquisitions Assistant, the Library Cataloging Assistant, to the Technical Services Librarian and to the vendors from whom pricing is requested.

    IV. Terms and Definitions

    None

    V. Procedures and Guidelines

    • Academic Technology.
      • Computer purchases for the classrooms and labs are based on the quotes User Systems obtains from Dell. Most recently the same was true for networked printers. The classroom and lab technology manager determines the quantity to order. The purchasing coordinator follows through.
      • The classroom and lab technology manager requests pricing for the multi-media equipment for the classrooms (usually from EPA Audio-Visual) and passes the quotes on to the purchasing coordinator to issue the purchase orders.
      • Faculty members submit software requests to Academic Technology before the close of the school year. Based on those requests and on budget dollars, Academic Technology determines the software and software licensing that will be funded for the new school year. The classroom and lab techonology manager and student workers compile a list of software to be ordered and pass it on to the purchasing coordinator who either orders the software from the publisher (if the software is only available from them) or from a vendor of the purchasing coordinator’s choice.
      • Academic Technology software (for use in classrooms and labs) is charged to the Library – 10 131 33500 52151. A copy of the invoice must be sent to the Library Acquisitions Assistant for records. The Library Cataloging Assistant, as requested by the Technical Services Librarian, needs to record as much information as is available about the software. A Xeroxed copy of the front of the CD(s) is sent to that person. If the software is downloaded, media is burned and stored with the purchasing coordinator.
      • Software subscriptions or licenses that are renewed year after year are charged to Academic Technology – 10 131 33600 51602 – and are not renewed without Academic Technology’s approval.
    • Help Desk.
      • The Help Desk staff usually provides the purchasing coordinator with a link to what they want to order.
    • Software Development.
      • Software Development uses specific vendors so rarely does the purchasing coordinator seek pricing.
    • User Systems.
      • User Systems provides the purchasing coordinator with the link to the website from which they want to order.
    • Network & Systems and Local Phone.
      • The vendors are chosen by the staff and the purchasing coordinator orders as directed.
    • Training and Support.
      • For special software, the publisher is the vendor.
      • For resource materials, the most used vendors are Barnes and Noble and Amazon.
    • Miscellaneous.
      • Pricegrabber and Google are valuable sites for obtaining pricing if no vendor preference is stated.

    VI. Confidentiality and Record

    Many of the LIS staff research the products they wish to order, establish a relationship with vendors of specialty products they need or establish a relationship with a vendor they meet at a conference. However, because the purchasing coordinator places the orders for LIS and maintains the purchase records, he/she is still called upon to seek pricing for hardware, accessories and software.

  11. Used Equipment Sale Procedures

    Date Issued: June 12, 2006
    Date Revised: August 15,2014

    I. Policy

    This policy sets forth the guidelines established for the LIS Used Technology Sale.

    II. Purpose

    The purpose is to detail the decision on what equipment to post on the website, the posting of the equipment, the collection of proceeds and the record keeping involved with the transactions.

    III. Scope

    The policy applies to the purchasing coordinator and/or any other department member who assumes responsibility for the used technology sale. It also applies to User Services and to customers using the used technology sale (Luther College faculty, staff, or students and persons outside of the Luther College community).

    IV. Terms and Definitions

    • Online Sale – the method used by LIS to sell used technology equipment.
    • Posting – keyboarding the specs of each item on the website.
    • Disclaimer form – the form signed by the buyer when an item is paid for.
    • Minimum – the reasonable starting price established for each item posted.

    V. Procedures and Guidelines

    • Time frame for the sale.
      • Items that are available are posted on the website.
      • Items may be requested for purchase at any time.
      • Once a request is received, the Purchasing Coordinator will contact the individual within 3-5 business days to arrange for pick up of the equipment.
      • Sale items are updated as available equipment changes.
    • Determining what to post and advertising it.
      • Purchasing coordinator checks with User Services to compile a listing of items that are sale-ready. User Services is responsible for installing the images and for insuring that the equipment is fit for resale.
      • Based on that conversation, a flyer is sometimes prepared for advertisement and distribution. As of this update, a flyer hasn’t been used for a long time.
    • The posting of each item.
      • Posting can be done by anyone, but generally the purchasing coordinator does it.
      • Posting can be done anytime. There is no limit to the number of items that can be posted.
    • Payment and pick-up procedure.
      • Purchased items are paid for and picked up in Library 221 and at the time of pick up, a disclaimer is signed. Personal checks and cash are accepted. We do not accept credit cards nor do we charge to a personal Luther account. The buyer signs one of two disclaimer forms depending on if the price paid is $10.00 or less or more than $10.00. The buyer receives a copy of the signed disclaimer form as a receipt.
      • If items are not picked up by the end of the day on Friday and/or the buyer and the purchasing coordinator have had no contact, the purchaser is reminded via email.
      • If, within a week, no pickup or contact results, the item is placed on sale again.
    • Return policy.
      • We offer a 30-day satisfaction period for hardware items purchased for over $10.00.
      • If an item is returned within 30 days, our technicians check it over before it is listed for sale again. The purchasing coordinator completes a Luther College Payment Voucher and submits it to the Office for Financial Services refunding the amount paid in full to the buyer.
      • Hardware purchased for $10.00 and less, as well as software, has no satisfaction period.
    • Deposit of proceeds.
      • Proceeds are deposited weekly with the Office for Financial Services and credited to 10 000 34400 44910.
    • Record keeping procedures.
      • Results of the sale are entered on an Excel spreadsheet – entries include the date the disclaimer was signed, the buyer, the item and the price paid by the buyer. The spreadsheet for FY0910 and forward located: \\admin1.luther.edu\lis\Program Support\LIS Auction
      • KBOX is updated after each purchase. Items are deleted.
    • Guidelines for the online auction are published on the LIS Used Equipment Auction.

    VI. Confidentiality and Record

    The purchasing coordinator has been responsible for the online sale since its inception. Responsibilities include gathering information about the items to be posted, determining the prices, posting the information on the website, printing the disclaimer form, collecting the proceeds and obtaining the signature needed on the form, depositing the proceeds, deleting the sold technology from KBOX inventory, and maintaining a spreadsheet showing the results of the auction. User Services is responsible for determining that the technology items are in working condition, for imaging the computers, and for providing a description of each item.

  12. Paying for Personal Phone Calls

    Date Issued: July 25, 2006
    Date Revised: October 31, 2013

    This policy sets forth the guidelines for paying for personal phone calls made from a Luther College desktop phone or Luther College cell phone. This policy also set forth the guidelines for personal cellular devices used for college business.

      I.     Purpose

    Luther College allows employees to place personal long distance phone calls from their college desktop phone. This purpose of this document is to detail the procedure for long distance billing and the cellular device use for Luther College. This policy outlines the procedure on reimbursing the college for personal long distance call charges. 

     

    II.     Scope

    This policy applies to all staff members who use desktop phones and cell devices.

     

    III.     Terms and Definitions

    N/A

     

    IV.     Procedures and Guidelines

    A.    Desktop phone bill.

    ·        The current billing program for the college sends each user a long distance phone bill for their extension. Each employee looks over the long distance calls placed and determines if they are personal or business.  If any calls are personal the employee must reimburse the college. The reimbursement is given to the Cashier in the Office for Financial Services. Each employee must know the account number to which is should be credited. For LIS the account number is 10 132 33800 51211.  This is strictly based on the honor system.

    B.     Cellular Devices.

    ·        Cellular Device Policy Staff who have been determined that a cell phone is required for business purposes, use their personal cell phone and receive a monthly allowance as part of their compensation. Please refer to the above mentioned policy set forth by the Office for Financial Services for particulars on this policy. The college does retain some cell phones for the fleet and other purposes deemed appropriate. Facility Services maintains the phones and distributes them by request.  The help desk has one of those phones. It allows student workers to have a phone around campus for Help Desk business.  Each month facilities sends a print out from the US Cellular of the usage on the phone. The charges on that phone get credited to Information Technology Cell phone Service 10-132-33800-51212. The invoice is filed in the US Cellular vendor file in the Program Support Office.

    ·        US Cellular Discount for Luther College Employees Anyone employed by Luther is eligible for a discount at US Cellular. The above link will take you to the webpage explaining this benefit.

  13. Personal Printers

    Date Issued: January 25, 2007
    Date Revised: November 5, 2007

    I. Policy

    This policy sets forth guidelines for increasing the prevalence of group printers and reducing the prevalence of personal printers on the Luther campus.

    II. Purpose

    The purpose of this policy is to make Luther’s printing infrastructure more efficient and less costly. It seeks to minimize the number of personal printers on campus as they are costly and inefficient. The campus community will instead be encouraged to utilize workgroup printers.

    III. Scope

    This policy applies to LIS and the Luther College campus and affects faculty and staff.

    IV. Terms and Definitions

    • Personal Printer – DeskJet/Inkjet/Laser printer that is placed in a faculty or staff workspace that is not shared via the network with other users.
    • Workgroup Printer – Any printer accessible to multiple users via the Luther_College network. Includes Laser printers and Plotter printers.

    V. Procedures and Guidelines

    1. LIS will work with departments to ensure a suitable number of appropriate Workgroup output devices (printers, copiers, etc.) are available for general department use.
    2. Beginning with the 2008-09 budget year, Personal printers will be considered departmental equipment and will not be centrally supplied by LIS.
    3. Departments will have the option to purchase personal printers as needed from their own budgets. LIS encourages departments to think carefully about where these printers need to be deployed.
    4. For departments choosing to purchase Personal printers, LIS will recommend for purchase and use:
      • One Color Inkjet printer for use as a Personal printer
      • One Black and White laser printer for use as a Personal printer
      • Departments are not required to purchase the recommended printer
    5. For departments purchasing the LIS-recommended printer:
      • LIS will stock cartridges for Inkjet printers for 3 years following initial recommendation
      • LIS will stock toner for Laser printers for 4 years following initial recommendation
      • The LIS Help Desk will provide the following support for recommended printers:
        • Installation of printer drivers on workstation
        • Replacement of printer cables
        • Rubber rejuvenation
        • Clearing of paper jams
    6. For departments purchasing non-recommended personal printers:
      • Departments (not the LIS Help Desk) will be responsible for all support and supplies, including:
        • Technical support including installation
        • Acquiring cartridges or toner
      • LIS cannot guarantee compatibility with current or future college computer equipment for non-recommended printers.
    7. For all Personal printers:
      • The Help Desk will not remove a personal printer from a Faculty/Staff office for deep cleaning or repair work.
    8. LIS will no longer provide loaner printers, except for temporary setup situations (for events such as summer registration, etc.).
    9. Existing personal printers will be considered ‘recommended printers’ until LIS considers them at the end of their lifespan.

    VI. Confidentiality and Record

    Personal and Workgroup printer information will be recorded in the Track-It system by the Purchasing Coordinator. This will include make, model, purchase date and price, user name, and department.

  14. Personal Reinbursements

    Date Issued: November 29, 2006
    Date Revised: September 26, 2008

    I. Policy

    This policy sets forth the guidelines for requesting reimbursement for purchases, travel and DLS services.

    II. Purpose

    The purpose of this policy is to detail the method used by LIS staff when requesting personal reimbursement.

    III. Scope

    Involved in this procedure are LIS staff who request personal reimbursement, the LIS purchasing coordinator who collects the requests and obtains the proper signatures, and OFS staff who process the requests.

    IV. Terms and Definitions

    V. Procedures and Guidelines

    *Reimbursement for travel expenses.

    • Out-of-pocket travel expenses that are related to and/or incurred because of required business travel are reimbursable. Expenses include: transportation costs, lodging, parking, meals, and registration. A Luther College Travel Expense Report must be completed and signed by the individual with all receipts attached. The completed form and the receipts are given to the Purchasing Coordinator who obtains the budget center director’s signature, makes copies for LIS files, and submits originals to the OFS for processing. If travel was by air, an ACUPCC Carbon Footprint Air Travel Mileage Form must be completed and attached to the Travel Expense Report form. Reimbursement checks are delivered via campus mail unless otherwise requested.
    • Reimbursement for purchases.
      • The college discourages staff from making college purchases without a purchase permit, purchase order or college credit card. Occasionally, however, purchases are needed after hours, during weekends or when out-of-town. Reimbursement is requested by completing, signing and dating the Luther College Payment Voucher, attaching all receipts/invoices and giving all paperwork to the Purchasing Coordinator. The Purchasing Coordinator obtains the budget center director’s signature, makes copies for LIS files and submits the originals to OFS for processing. Reimbursement checks are delivered via campus mail unless otherwise requested.
    • Reimbursement for DSL.
      • On a quarterly basis, LIS staff who qualify for DSL reimbursement complete a Luther College Payment Voucher, sign and date it, and submit it along with the original DSL statements, to the LIS Purchasing Coordinator. The Purchasing Coordinator obtains the budget center director’s signature, makes copies of all paperwork for LIS files and forwards the original paperwork to the OFS for processing. Reimbursement checks are sent to the requestor via campus mail unless otherwise requested.

    VI. Confidentiality and Record

    Personal reimbursement is requested for the following reasons: 1) LIS staff incur reimbursable expenses while traveling for the college 2) occasionally LIS staff purchase reimbursable items for LIS without acquiring a purchase permit or purchase order, 3) several LIS staff are required to be on-call and are reimbursed for their home DSL service. Since the purchasing coordinator maintains records of all LIS credit card, purchase order and purchase permit purchases, it is fitting that personal reimbursement request records also be maintained.

  15. Physical Space - A Tour of the Purchasing Coordinator's Office

    Date Issued: June 27, 2006
    Date Revised: September 26, 2008

    I. Policy

    This policy sets forth the guidelines for finding one’s way around in the purchasing coordinator’s office – locating important records and locating supplies inventory.

    II. Purpose

    In the absence of the purchasing coordinator, it is important that staff members are able to successfully locate records and supplies inventory. This document provides a tour of the purchasing coordinator’s office in Main 11E.

    III. Scope

    This policy applies to the purchasing coordinator as well as to the remainder of the LIS staff who may need to locate records and supplies inventory.

    IV. Terms and Definitions

    • Vendor file cabinets – the three cabinets along the east wall, each a different color and referred to from left to right as #1, #2, and #3.
    • Software file cabinet – the tan 3-drawer cabinet to the left of the vendor file cabinets.
    • Shelving unit for labels – the blue 3-shelf unit ahead of the purchasing coordinator’s desk.
    • Cupboards – the floor to ceiling built-in units along the south wall.
    • Bookshelf for notebooks – the tall blue, deep-shelved unit between the vendor file cabinets and the software file cabinet.
    • Small three-drawer file cabinet – located to the right of the desk.
    • Desk drawers – the two drawers on the left side of the desk.

    V. Procedures and Guidelines

    • Shelving unit for labels.
      • After labels are received and the labels affixed, they are stacked by type on the shelving unit.
    • Miscellaneous catalogs – Quill, Storey-Kenworthy are also stored on the unit. When a new catalog arrives, discard the previous edition. It is unnecessary to keep more than the current edition.
    • Cupboards.
    • The upper left and upper middle cupboards serve as storage for seldom to never used manuals, toner, notebooks.
    • The upper right cupboard stores obsolete labels but also most of the Samsung toner cartridges in inventory.
    • The middle left section is general storage space for miscellaneous items.
    • The middle middle section stores some supplies inventory items, faculty rollout records from 2002 and 2005, Datatel invoices, the “inventory supplies” slips from the past months, and miscellaneous items.
    • The middle right section stores inventory supplies items.
    • All three sections of the lower tier store inventory supplies items.
    • Desk Drawers.
    • Store a mixture of frequently-used file folders including the file folders that current, unfinished orders are kept in.
    • Vendor File Cabinets.
    • From left to right – the first two are full of vendor folders.
    • The third contains invoices for supplies inventory, the end-of-the-month inventory spreadsheet folders as well as miscellaneous files. It also serves as an expansion file cabinet for vendor folders should the need arise.
    • Software File Cabinet.
    • Contains software media and documentation. See Software Procedures document for more information.
    • Bookshelf for Notebooks.
    • Houses a variety of notebooks that are referred to in the ** Is also a place to put odds and ends.
    • Small three-drawer file cabinet.
    • The top two drawers contain pens, pencils, etc.
    • The bottom draw holds miscellaneous file folders that are very seldom used.

    VI. Confidentiality and Record

    The purchasing coordinator’s office houses purchase records, maintenance agreement records, software media, and supplies inventory for resale. While some department members keep their own copies of some of the records, the purchasing coordinator’s records are usually the most complete. The purchasing coordinator is frequently asked to provide paperwork detailing purchases.

  16. Placing Orders

    Date Issued: June 20, 2006
    Date Revised: December 29, 2009

    I. Policy

    This policy sets forth the LIS guidelines for placing an order for supplies and technology-related items using purchase orders, purchase permits and commercial card (credit card).

    II. Purpose

    The purpose is to detail the three methods of ordering.

    III. Scope

    The policy applies to the purchasing coordinator and any other department member who need to place an order during the purchasing coordinator’s absence. It also applies to LIS staff members who are requesting a purchase.

    IV. Terms and Definitions

    • Purchase Permit – (referred to as PP) Paper purchase permits are obtained from accounts payable in the Office for Financial Services (OFS). Fifty three-ply (white, yellow, pink) purchase permits are bound in a 3 ½” x 6 ½” booklet. Each purchase permit has a 5-digit number. The white copy is for the vendor; the yellow copy is given to OFS along with the invoice or sales slip when payment is approved; the pink copy is for our records.
    • Purchase Order – (referred to as PO) purchase order numbers are generated sequentially by Datatel. For information on using Datatel, refer to the Datatel manual in a notebook on the shelf and also to “Datatel Procedures”.
    • Luther College LIS commercial card (credit card) (referred to as CC).

    V. Procedures and Guidelines

    • Purchase Permit
      • Used for orders $500 and under to local vendors. A local vendor includes those in neighboring towns.
      • Purchaser presents white copy (or in some cases merely the permit number) to the vendor and asks for a sales slip to turn in to the purchasing coordinator.
      • Purchasing coordinator approves the sales slip or invoice by writing on it the account number that is being charged and the date of approval as well as either a signature or initials.
      • The yellow copy and the approved slip or invoice is given to OFS and the pink copy is kept with LIS records. There is a folder in the file cabinet for a local vendor if we do a lot of business with them. An example is Storey –Kenworthy. The purchase records to vendors with whom we do occasional business are kept in a folder called “Decorah Vendors”.
      • Prior to submitting the yellow copy and slip or invoice to OFS, the transaction is entered in Datatel. Rather than allowing Datatel to issue a sequential PO number, the PP number is entered. The Datatel screen to use for entering the PP is POEM. Use PORC for accepting the order.
    • Purchase Order
      • POs are used for ordering/buying items from vendors that are not local as well as for ordering/buying items that exceed $500 from local vendors.
      • PO numbers are generated sequentially by Datatel.
      • The Datatel screen to use for generating a PO is POEM. Use PORC for accepting an order.
      • If done correctly, the order will be encumbered at the time of entry into Datatel – this is very important.
      • When an order is complete, the purchasing coordinator approves payment of the invoice(s) (same method as used for approving payment of PP orders) and forwards the invoice to OFS.
    • Luther College Commercial Card (Credit Card)
      • Used primarily for online orders. Also for some phone orders.
      • CC information is available to view online at JPMorgan Chase – must login to access account information. If account must be viewed online and the purchasing coordinator is unavailable, consult with the Controller in OFS.
      • About the 5th of the month, OFS sends an email to all credit card holders that says that the new statement is ready. Within a week, holders are to log in to their account and complete the reconciliation of the statement in accordance with the guidelines outlined by OFS. When completed, print a report, sign it and obtain the budget center’s signature as well. A copy of each invoice must be attached to the report when submitted to OFS. Later in the month a hard copy of the statement from JPMorgan Chase that arrives in the mail can be filed with the copy of the report that was submitted to OFS.
      • Protect the CC and if fraud is suspected, report it immediately to the Controller in OFS.
      • For details on Commercial Credit Cards policy, read the Financial Services Policies and Procedures.
    • Other
      • Preference is that all orders are delivered to Main 11 and checked in by purchasing coordinator.
      • Keep packing slip with the purchase order/permit. Eventually all purchase information is placed in vendor folders and filed in the vendor file cabinet.
      • Some invoices are mailed directly to LIS; others arrive at OFS and are sent to LIS for approval. Purchasing coordinator approves payment of all invoices for LIS.
      • Record serial numbers – very important. Sometimes serial numbers appear on an invoice; sometimes they appear on the packing slip; sometimes they do not appear at all. In the latter case, look for the serial number either on the packaging or on the item itself and handwrite it on the packing slip. More information about serial numbers will be mentioned in the procedure called “Processing Orders”.
      • Although Datatel generates the PO numbers, LIS does not use Datatel for printing the POs that are faxed or mailed to vendors. Trackit is used for that purpose. Thus, many orders are recorded in:
        • Datatel – Discussed in Datatel Procedures
        • Trackit – Discussed in Trackit Procedures
        • Excel spreadsheet – there are two folders:
          • General Ledger – access is womeldla on Administration Storage Server (Admin1)(H:)/My documents/Ledger/General Ledger 06-07. (Private drive)
          • Inventory – access is womeldla on Administration Storage Server (Admin1)(H:)/My documents/Ledger/Open Inventory Spreadsheet 06-07. (Private drive)

    VI. Confidentiality and Record

    The purchasing coordinator is responsible for issuing purchase permits and purchase orders for LIS and also has a Luther College credit card that is used primarily when ordering online. That person is responsible for reconciling the credit card statement monthly and for approving invoices for orders placed by purchase permits and purchase orders. Records of all orders are recorded in an Excel spreadsheet and hard copies of orders, packing slips, invoices and other pertinent papers are kept in files in the purchasing coordinator’s office.

  17. Product Rebate Procedures

    Date Issued: June 12, 2006
    Date Revised: September 26, 2008

    I. Policy

    This policy sets forth the guidelines established for product rebate procedures.

    II. Purpose

    The purpose is to detail the procedure used for acquiring money-back rebates.

    III. Scope

    This policy applies to the purchasing coordinator and/or any other department member who assumes responsibility for acquiring a rebate.

    IV. Terms and Definitions

    • Rebate form – A form that needs to be completed and submitted in order to claim a rebate. It is available either online from the manufacturer or vendor or included with the order when it arrives.
    • UPC Symbol – The barcode symbol on the product’s box.
    • Invoice – The document that provides a detailed list of goods or services provided together with charges and terms.

    V. Procedures and Guidelines

    • Determining if a rebate applies to a purchase.
      • If a rebate applies, we usually know it before we order a product – a rebate may be an incentive to purchase the product.
    • Gathering the information/forms needed to claim a rebate.
      • Often rebate forms are available for printing online from the vendor or from the manufacturer.
      • Sometimes they are affixed to the product’s box.
    • Submitting the rebate claim
      • Follow directions, lest the rebate claim be rejected.
      • Requirements for claiming a rebate are
        • A completed rebate form.
        • The original UPC symbol from the box of the product.
        • A copy of an invoice or sales slip.
        • The required materials are mailed to the address listed on the rebate form. Keep a copy of everything with the PO/order packet that will eventually be filed in the vendor folder in the vendor file cabinet.
    • Processing the rebate check
      • It can take from 6 weeks to 3 months to receive the rebate check – it is easy to forget about, so a note that a rebate is expected is attached to the PO/order packet and kept in the “unposted” box until the rebate arrives.
      • Whoever’s name is on the check must endorse it before taking it to the Office for Financial Services. The rebate is for Luther, not for the person.
      • Credit goes to the account that was debited for the product when ordered.

    VI. Confidentiality and Record

    Since the purchasing coordinator maintains purchase records, he/she is responsible for taking the necessary steps to claim a rebate. Copies of everything submitted are made and kept with the order and filed in the appropriate vendor folder in the file cabinet in the purchasing coordinator’s office.

  18. Recycling Salvage Toner Cartridges

    Date Issued: June 20, 2006
    Date Revised: September 26, 2008

    I. Policy

    This policy sets forth the guidelines established for recycling salvage laserjet and inkjket toner cartridges.

    II. Purpose

    LIS is conscious of the impact of salvage toner cartridges in our landfill and has chosen to offer departments the opportunity to recycle their salvage cartridges by returning them to LIS. The purpose of this document is to detail the procedure used for recycling salvage toner cartridges.

    III. Scope

    This policy applies to the purchasing coordinator and/or any other department member who assumes responsibility for recycling toner cartridges. It also applies to persons choosing to use our toner recycling services.

    IV. Terms and Definitions

    • Toner cartridge – a removable receptacle in a printer that contains the ink.
    • Salvage or spent – an empty toner cartridge.

    V. Procedures and Guidelines

    • Collection of salvage toner cartridges.
      • The majority of the staff who have been at Luther for several years realize that LIS collects empty toner cartridges from laser printers and inkjet printers. When a new staff person or student worker signs out a cartridge, we mention that the empty cartridges can be returned to LIS for recycling.
      • Departments that are heavy users of toner cartridges collect the empties in a box and periodically send the box full. Other departments bring the empty at the time they sign out a new cartridge.
      • The salvage cartridges are collected and stored until a box (picked up from the recycling bin or from the Mail Center) is filled – it is then shipped using a pre-paid shipping label.
    • Disposing of a salvage toner cartridge.
      • Inkjet cartridges are sent to The Funding Factory. Pre-paid return labels are obtained from The Funding Factory website.
      • Laserjet toner cartridges that were purchased from LaserSharp are returned to their recycling center – use the pre-paid return labels LaserSharp provides. LaserSharp sends the labels upon request – they do not come in the box with the new cartridge.
      • Lexmark, Dell and Hewlett Packard toner cartridges are returned to a recycling center using the return label that is provided with each new toner cartridge. If a genuine Dell toner box does not include a label, it can be obtained from the Dell website. Select Recycling: Prod Test.
      • We do not want to pay shipping to recycle a toner cartridge. There are plenty of places that collect them as a fund-raising project and it makes more sense to give them away than to pay to recycle them.
      • If departments fail to return the cartridges to LIS, we do not get upset. Some people prefer to give them to their favorite place (perhaps a school) that collects them as a fund raising project.
    • Benefits of recycling salvage toner cartridges.
      • The primary reason for recycling the empty toner cartridges is to keep them out of the landfill.
      • The Funding Factory awards points (though not many) for certain cartridges. The points can be redeemed for merchandise that can be ordered from their website or the equivalent dollar amount can be received. We have redeemed our points by ordering merchandise such as blank CD media, keyboards, mice.

    VI. Confidentiality and Record

    Because the purchasing coordinator is responsible for ordering and maintaining an inventory of inkjet and laserjet toner cartridges for printers used on campus, it makes sense to coordinate the disposal of the salvage toners as a service to users.

  19. Software and Hardware Maintenance Agreements

    Date Issued: August 14, 2006
    Date Revised: September 26, 2008

    I. Policy

    This policy sets forth the guidelines established for tracking software and hardware maintenance agreements.

    II. Purpose

    Because the purchasing coordinator places all LIS orders, processes the orders, and approves all invoices for payment, he/she is aware of the various maintenance agreements in place in the LIS departments. This procedure documents the guidelines for assisting the team leaders in maintaining a list of their current agreements and in establishing budget dollar amounts for each fiscal year.

    III. Scope

    This policy affects the purchasing coordinator, the leader of each LIS department that budgets for maintenance agreements, the vendors from whom the agreements are purchased, the Office for Financial Services staff and the Administrative Services Office if a signature is required.

    IV. Terms and Definitions

    • Software Maintenance Agreement or Contract – an agreement between Luther College and a vendor for a specific length of time, usually a year, that guarantees support of a product and includes updates, if available, at no extra cost during that time period.
    • Hardware Maintenance Agreement or Contract – an agreement between Luther College and a vendor for a specific length of time (one – three years), that guarantees support (sometimes on-site).

    *V. Procedures and Guidelines

    • Academic Technology – the maintenance agreements are for classroom and lab software only and are charged to 10 131 33600 51602. The list of current agreements includes: Maple, MathCad, Matlab, Keyserver, Resampling Add-on for Excel, and SPSS. All agreements are for a period of one year.
    • Software Development – the maintenance agreements are for administrative software only and are charged to 10 132 33900 51602. Current agreements include: Datatel, Cbord, Oracle Calendar Suite, FirstLogic, Probill, AdAstra, Trackit and Medicat. All agreements are for a period of one year.
    • User Systems – the maintenance agreements are for non-network hardware only and are charged to 10 132 34000 51602. Current agreements include: Scantron, Datacard ID Works System, and Cbord (Lyric terminals and Micros 3700). All agreements are for a period of one year.
    • Network and Systems – the maintenance agreements are for network hardware and network software and are charged to 10 132 34100 51602. Current agreements include: Hewlett Packard (Lewis), Citrix, Easy Spooler, Campus Manager, Campus Manager Remediation, Legato, InMon Traffic Server, IBM. Most agreements are for a period of one year; IBM agreements are usually for a period of three years.
    • Local Phone – the maintenance agreements are for both hardware and software and are charged to 10 132 34101 51602. Current contracts include: Optivity, DynaLync, Qwest Alarm Support, Call Pilot and Switch Maintenance. They are for a period of one year.
    • Help Desk – The Help Desk has no maintenance agreements.

    VI. Confidentiality and Record

    The leader of each of the LIS departments that includes maintenance agreements is responsible for determining their costs. The purchasing coordinator enhances this process by maintaining a spreadsheet that summarizes the costs for each department. The purchasing coordinator and the leaders have access to the budget dollar amounts via my.luther.edu.

  20. Software Licensing and Documentation

    Date Issued: August 3, 2006
    Date Revised: September 26, 2008

    I. Policy

    This policy sets forth the guidelines established for documenting the purchase and documentation of academic and administrative software.

    II. Purpose

    Upon request, the purchasing coordinator places administrative and academic software orders, processes and documents the orders, maintains licensing and purchase records and stores the original software media. This procedure outlines the guidelines for completing this task.

    III. Scope

    This policy affects the purchasing coordinator, the faculty or staff who request the software, Academic Technology staff who field the software requests for faculty and classroom use, Library Acquisitions staff who keep records of faculty and classroom software, administrative staff who request special software, Help Desk and User Systems staff who install software, and all users of college software.

    IV. Terms and Definitions

    • Academic Software – discipline-specific software used in classrooms, labs and by faculty.
    • Administrative Software – software used by administrative staff.
    • Software Maintenance Agreement – a fee is paid for using software for a specific length of time, usually a year. It is renewable and often includes upgrades at no extra cost.
    • Metering software – software that allows a specified number of users to run an application from a centralized source (server) based on the current license agreement.
    • Concurrent license – A software license that is based on the number of simultaneous users accessing the program. It typically deals with software running on the server where users connect via the network. For example, with a five-user concurrent use license, after five users are logged on to the program, the sixth user is prohibited. When any one of the first five log off, the next person can log on. Concurrent licensing can be managed by the application itself or via independent software metering tools. Luther’s software metering tool is “Sassafras Keyserver”.
    • Per-seat license – A software license based on the number of users who have access to the software. For example, a 100-user license based on users means that up to 100 specifically named users have access to the program.
    • Site license – A license to use software at Luther College. It provides authorization to install the software on all or some number of servers for a specified number of users at specified locations as well as make copies of the software for distribution within that jurisdiction.
    • Boxed version – software that comes in a box and is usually a single-user copy, though it can sometimes be a 5-pack or a 10-pack. Media is included and sometimes a manual is included.
    • Media – disks, CDs, DVDs.
    • Downloads – software purchased online without media. A link to the publisher’s site enables the purchaser to save the software on the drive of choice or on media.

    V. Procedures and Guidelines

    • Determining software needs.
      • Based on feedback from faculty, Academic Technology staff determines faculty, lab, and classroom needs for the new school year during June and July (and as needed during the school year).
      • Network and Systems determines the needs for network-related software.
      • Software Development determines needs for administrative systems on campus.
      • Help Desk determines their needs. They also field requests from faculty and staff throughout the year and pass those requests on to the appropriate LIS decision-making department.
      • User Systems and Training/Support determine their needs.
    • Obtaining pricing.
      • Academic Technology requests pricing from vendors of specialty software from the publisher of the software but asks the purchasing coordinator to obtain pricing for software that can be ordered from vendors who are distributors of many titles.
      • Software Development’s software, unless it is a Microsoft product, comes from the publisher of the software. Software Development staff obtains pricing and forwards it to the purchasing coordinator. Prior to purchase, it is often helpful for this department to discuss their needs with a vendor or publisher rather than asking the purchasing coordinator to do this for them.
      • Network and Systems obtain pricing for special software from a special publisher or special vendor. If they want a Microsoft product, the purchasing coordinator may seek pricing or a member of the network team may discuss their needs with a vendor prior to passing the information on to the purchasing coordinator.
      • Help Desk, User Systems and Training/Support often send a link to the purchasing coordinator who either orders using that link, contacts a favorite vendor or checks pricegrabber.com.
    • Placing the order – See Procedure for Placing orders.
    • Processing the order – See Procedure for Processing orders.
    • Documenting the software.
      • The purchasing coordinator makes a copy of the original CD or DVD media (using a duplicator) and writes essential information on the copy (date, title, version, serial number, department that will use the software, disk number – anything that seems necessary for the user to know). If there is an abundance of information on the front of the media, Xerox a copy of the front side of the media and include a copy of it in the jacket with the copy of the media.
      • Original media is stored in the long tan file cabinet to the right of the purchasing coordinator’s desk. Date the original media and write the serial number on it, if the SN is not already pre-printed on the media.
      • ACSOFT (academic software) and ADSOFT (administrative software).
        • This paper trail system was started in the 1980’s and includes all titles of software that LIS has ordered. Many are no longer in use and the media has been discarded. The records remain, however. This documentation was started in Microsoft Word and converted to Microsoft Access. The database resides on womeldla on ‘AdministrationStorageServer(Admin1)’ (H:)My Documents/Access/software.mdb/. (private drive). Select the query, table or report of choice. This is the only MS Access file that the purchasing coordinator uses. Attachment # 1a, Attachment # 1b, Attachment # 1c, and Attachment # 1d are included with comments beneath.
        • ACSOFT and ADSOFT notebooks are lined up along the top of the vendor file cabinets to the right of the purchasing coordinator’s desk. A copy of each software title and data from the ‘reports’ section of the Access database (as shown by attachment #1d) is included in those notebooks. Attached to each report may be other relevant pages of information.
        • The tan file cabinet houses the original media in alphabetically arranged file folders that include a copy of the report for the software title.
        • If both academic and administrative staff use a software title, it is hard to determine if software should be classified as academic or administrative. As long as the software is documented, it doesn’t matter which classification is chosen.
        • During the summer of 2007, the decision was made to quit entering information into the Access database and use the software component of Trackit to record software purchase records. The Access database remains, however, and can be referred to if needed. See Trackit Procedure for more detail.
    • Distributing the software.
      • After completing all documenting procedures, the purchasing coordinator gives the copies of the media to the staff who requested the order.
      • Sometimes copies of media get lost or the original media is needed to reinstall software on a system. The purchasing coordinator uses a simple check-out system. The file folder is removed from the cabinet, the borrower’s name, the date and the title of the software is recorded on a card and the folder is kept out of the cabinet until the media is returned. When the media is returned, the card is removed, the check-out information crossed out so the card can be re-used, and the file with its contents is returned to the cabinet.
    • Funding the software.
      • Academic Technology
        • Classroom and Lab software maintenance agreements that Academic Technology approves is funded by 10 131 33600 51602 and this is an annual budget item.
        • Classroom and Lab software that doesn’t involve a maintenance agreement is funded by library account number 10 131 33500 52151. The Library Acquisitions Assistant needs to receive a copy of the invoice and the Cataloging Assistant needs to have a xeroxed copy of the front of the CD (and may request other data as well about the piece of software).
      • Software Development.
        • Software Development has a budget line that funds software maintenance (10 132 33900 51602) as well as a budget line that funds the purchase of new software (10 132 33900 52616). If, during the course of a fiscal year, a new need arises, co-payment with the department needing the software can often be arranged.
      • Network and Systems.
        • Network and Systems has a budget that funds software maintenance (10 132 34100 51602) and a budget line (10 132 34100 52616) that allows for the purchase of new software.
      • User Systems, Help Desk, Communications and Support.
        • Each of the three departments has small budget lines for software purchases. The last five digits of the respective accounts are 51626.
      • Other users.
        • The Help Desk fields unexpected software requests that are made after the LIS budget has been established. After discussion with the appropriate staff, LIS usually orders the software (we want the purchase to appear in our records) and asks for an account number to charge it to. If the requestor feels strongly LIS should fund the purchase, an offer to split the cost is made. If that doesn’t work, LIS may relent if the budget allows.
      • Macromedia and Adobe.
        • Luther has licenses of various Macromedia and Adobe products (now all under Adobe’s wing), including single titles and suites. Because of the confusion this creates, the purchasing coordinator has created an Excel spreadsheet for Macromedia products and one for Adobe products. Each spreadsheet contains worksheets for each title and outlines the licensing information. Location is womeldla on ‘AdministrationStorageServer(Admin1)’(H:) MyDocuments/Acsoft. (Private drive) Various spreadsheets are available.
      • Sassafras Key Server.
        • Sassafras is the name of the publisher of the metering software LIS uses.
        • Academic Technology serves as the administrator of this process and can provide a listing of software (concurrent and other) that is keyed or metered.
      • Downloaded software.
        • If software is downloaded, the user sometimes creates a CD or DVD that is given to the purchasing coordinator to store in the software media file cabinet. LIS does not require this.
        • Downloaded software is ordered online and the purchasing coordinator’s credit card is used. Upon completion of the purchase process, the purchasing coordinator receives essential license information via email (ie key to the software, login, password) and forwards that information to the user.

    VI. Confidentiality and Record

    Because the purchasing coordinator is the record keeper, the task of helping monitor (or in some cases, totally monitor) the number of copies/licenses of software has fallen into his/her lap. Luther takes compliance seriously.

  21. Stolen Equipment

    Date Issued: October 19, 2006
    Date Revised: March 31, 2010

    I. Policy

    When technology equipment is stolen from Luther College, steps are taken to recover the missing item, replace it if necessary and update the LIS records. Vandalized equipment is also a serious crime and requires LIS involvement.

    II. Purpose

    Technology equipment is a valuable Luther College resource and needs to remain available to faculty, staff and students in its designated location. While care is taken to secure equipment, there are times when equipment is stolen or vandalized and it is the responsibility of LIS to report the problem and replace the equipment if necessary.

    III. Scope

    This policy applies to LIS, Luther College Campus Security, and, when applicable, individuals who have lost Luther College technology equipment or found their equipment vandalized. If an individual's personal technology equipment is missing or vandalized, see Stolen Computer Procedures.

    IV. Terms and Definitons

    • Track-It system - The software system used by LIS for managing Help Desk work orders as well as maintaining Inventory and Purchasing information.

    V. Procedures and Guidelines

    A. Reporting Stolen/Vandalized Equipment

    a. How we hear about it

    o Individuals may contact the LIS Help Desk to report a missing item, LIS staff may notice an item missing, Campus Security may discover an item missing during their rounds, Custodians may report an item missing, or it may come to our attention through other avenues.

    o Vandalism comes to our attention in the same manner.

    b. If an individual’s computer is stolen, that individual should change his/her Norse Key password ASAP through http://norsekey.luther.edu, along with passwords for any other websites or systems.

    c. What we do

    o File an Incident Report.

    1. Determine who files the report and is responsible for coordination of all the efforts identified below and any related issues that arise. This person will be referred to as the "LIS Coordinator" in the remainder of this policy and procedures document.

    a. Classroom and Meeting Space Technology Lead when audio-visual or other permanently installed equipment in a lab, classroom, or meeting space is found missing/vandalized.

    b. Workstation Support Lead when a computer, monitor, or other peripherals in an office, lab, classroom, or meeting space is missing/vandalized or when a laptop taken off campus is missing/vandalized.

    c. Public Services Coordinator or Program Support Coordinator when a circulation desk check-out equipment (camera, laptop, etc) is missing/vandalized.

    d. Help Desk Lead when equipment borrowed from the Help Desk that is not checked out through the circulation desk (speakers, laptop, etc) is missing/vandalized.

    e. Director of Network and Systems when a network switch is found missing/vandalized in a building.

    f. Telephone and Network Technician when a telephone is missing/vandalized.

    2. The LIS Coordinator will identify when and where the item was last seen unharmed.

    3. The LIS Coordinator will complete the "Luther College Incident Report Form".

    4. The LIS Coordinator will provide copies of the form to the following individuals:

    a. Director of Campus Safety and Security. (paper copy)

    b. Executive Director of Library and Information Services (paper or scanned to email)

    c. Program Support Coordinator (paper or scanned to email)

    d. Direct Supervisor of the LIS Coordinator (paper or scanned to email)

    e. LIS team who will be replacing the lost item (paper or scanned to email)

    o The make, model, serial number, purchase price, purchase date, and workstation number, if applicable, for the missing/vandalized items are researched by the Program Support Coordinator and provided to the LIS Coordinator.

    o The LIS Coordinator will request that Campus Security contact the Decorah Police department or another appropriate law enforcement agency. In addition, if the equipment was stolen from an individual, the LIS Coordinator may request the Director of Campus Safety and Security have the individual contact the Decorah Police Department or another appropriate law enforcement agency to file a report and/or complete an information card.

    o Depending upon the value of the stolen/vandalized equipment, the LIS Coordinator may file an insurance claim with the assistance of the Director of Facilities Services. As of 9/29/2006, Luther has Data Processing Equipment coverage with an insured limit of $2,303,401 with a deductible of $1,000. As of November of 2010, the deductible is now $500.

    B. Locating Stolen Equipment

    a. In addition to contacting Campus Security who contacts the Decorah Police Department, LIS members are on alert for the missing equipment.

    b. If the missing equipment is a workstation, Network and Systems manually searches in Campus Manager to find out when the workstation was last connected to the campus network.

    c. In addition, the MAC address for the workstation is entered into Campus Manager so that if the workstation connects to the Luther College network, then the Director of Network and Systems in LIS is notified.

    d. The MAC address for the workstation is also searched in the KeyServer to determine when it was last used. Workstation Support will configure KeyServer so that an audit will be forced the next time the workstation is online so that even if they don't logon, an IP address could be obtained.

    C. Tracking Stolen Equipment

    a. The Track-It! system is updated by the Program Support Coordinator to reflect the fact that the equipment has been stolen.

    D. Replacing Stolen/Vandalized Equipment

    a. The LIS Coordinator will evaluate the situation.

    b. Stolen/vandalized equipment will be replaced as appropriate.

    E. Additional Precautions

    a. Reduced computer lab hours during breaks.

    i. Regular hours are as follow:

    o Monday - Thursday 8:00am-11:00pm

    o Friday 8:00am - 8:00pm

    o Saturday 10:00am - 8:00pm

    o Sunday 12:00pm - 11:00pm

    ii. During breaks labs will typically close at 5 p.m. of the last day of classes and open again at 7:30 a.m. of the first day of classes.

    b. Reduced lab hours after 11:00pm. Olin 202, 205, and 206 are available after 11:00pm. However, the Olin building doors are locked after 11:00pm. You must be inside the building at this time to use the labs after hours.

    c. Equipment is secured at the time of installation.


    VI. Confidentiality and Record

    When Equipment is stolen or vandalized, those involved are informed of the situation on a need to know basis. If stolen equipment contains confidential information, appropriate parties are notified.

  22. Supplies Inventory Procedures - What, When, From Whom?

    Date Issued: June 27, 2006
    Date Revised: May 26, 2009

    I. Policy

    This policy sets forth the guidelines for ordering and maintaining the LIS Supplies Inventory.

    II. Purpose

    As a service to academic and administrative departments on campus, LIS maintains a small inventory of toner cartridges and laser labels. The purpose of this document is to detail the “what, when and from whom” decisions made to purchase and maintain this inventory.

    III. Scope

    This policy applies to the purchasing coordinator and all campus users who take advantage of this service.

    IV. Terms and Definitions

    • Supplies Inventory – in-stock laser labels and toner cartridges to be sold to departments on campus.

    V. Procedures and Guidelines

    • What to buy.
      • Labels.
        • The labels LIS stocks are stored on the shelving unit ahead of the purchasing coordinator’s desk. ML-3000 is the most common size – 30 per page.
        • The Admissions Office requests special labels several times a year. The person requesting the special labels furnishes the details.
      • Inkjet and laserjet toner.
        • Currently the college supports the Hewlett Packard Designjet inkjet printer and Dell laser printers. Cartridges for various models of those brands are stocked.
        • Special toner cartridge requests for printers that are not Luther-purchased and/or Luther-supported are not encouraged. Suggest Storey Kenworthy.
    • When to buy.
      • A minimum of 2 cartridges for the designjet printer(black, cyan, magenta and yellow)should be stocked.
      • For the most commonly used Dell laser printers, 2-4 toner cartridges should be in stock.
      • Hewlett Packard laser printers are maintained by Ikon/Ricoh – they also supply all toner for those printers.
      • Inventory quantity and variety varies from year to year as printers become obsolete or broken and new models are introduced.
    • From Whom to buy.
      • As of this writing, LIS has chosen to use remanufactured laser toner cartridges and is able or order for all printers campus from LaserSharp. See past orders for address and contact person, Dave Kark.
      • If genuine Dell toner is desired, it must be purchased from Dell and is ordered online.
      • At this writing, vendor of choice for labels is Chaiken (Data Conversions). Email Steve@DataConversions.com for a price quote on what is needed. It is good to have a half dozen of each size on hand.
      • Always take into consideration the shipping/handling charges. If there is a charge for shipping/handling, include that in the price of the product when it is sold to a department.
    • What to do when a product arrives.
      • Complete the small goldenrod slip entitled “Inventory Supplies Purchased”. See Attachment # 1. These slips are used when completing the monthy inventory spreadsheet and stored in a box in the cupboard in the purchasing coordinator’s office with the “Inventory Supplies – Department Sales” slips that are filled out when a department purchases an inventory item.
      • Create a label using Microsoft Word that includes the name of the product, the price (which includes the shipping charge, if any. There is no mark-up), the vendor name and the purchase order or order number and attach it to the product’s box. An example can be seen on the box of a toner cartridge in the supplies cupboard in the purchasing coordinator’s office. The information is needed when completing the “Inventory Supplies – Department Sales” slip shown as Attachment # 1 in the Billings Procedures document.

    VI. Confidentiality and Record

    Because the LIS purchasing coordinator is responsible for ordering the printers used on campus, he/she knows types of toner cartridges that are used. It makes sense that the purchasing coordinator maintains an inventory of toner cartridges. A label inventory is maintained as a matter of convenience to the users. Supplies are inventoried monthly and those records are maintained in a folder in the top drawer of the third file cabinet in the purchasing coordinator’s office. The inventory usage is recorded on an excel spreadsheet mentioned above. All purchase records are maintained in a ‘current year’s’ folder in the same drawer.

  23. Track-It Procedures (Purchasing Coordinator)

    Date Issued: March 16 2007
    Date Revised: September 30, 2008

    I. Policy

    This policy sets forth the guidelines the LIS purchasing coordinator follows when using Track-It.

    II. Purpose

    Track-It is the primary software LIS uses to record and track technology hardware and software owned by Luther College. The purpose of this policy is to detail the steps taken by the LIS purchasing coordinator from the moment of ordering hardware/software to the time it is taken out of service. The Purchasing Module and the Inventory Module usage are detailed; the remaining modules are not.

    III. Scope

    This policy applies to everyone in the LIS organization (including the student workers) who uses Track-It as well as students and staff who request technology help.

    IV. Terms and Definitions

    • Purchasing Module – purchasing information is entered and edited. This module is used only by the purchasing coordinator who, in addition to the Track-It administrators, is the only staff with security for this module.
    • Inventory Module – all inventory is listed either in a specific workstation or in a workstation designated as number 999999 “Unassigned”. The purchasing coordinator and Track-It administrators are the only staff with read/write security. Remaining staff has read rights.
    • Help Desk Module – all LIS work requests are initiated and recorded in this module. All LIS staff have read/write security for this module.
    • Reports Module –Numara’s (the vendor) pre-written reports can be used or custom reports can be created using Crystal Reports (report-creating software included with Track-It). Select individuals who need to generate and view reports have security for this module.
    • Software Module – This module is new in the current version of Track-It and as of this revision includes software information.
    • Training Module – We currently do not use this module.

    V. Procedures and Guidelines

    • Purchasing Module – choose from the following tasks:
      • Add Purchase Order – add orders that include items that LIS tracks and/or orders for which a hard copy of a purchase order is needed. LIS does not track office supplies or non-capitalized items. (Remember that the purchase order numbers are generated from Datatel.) If the order was made using a purchase permit, enter the purchase permit number. If the order was made on-line, enter the order number. Attachment # 1a, attachment # 1b, attachment # 1c, attachment # 1d, attachment # 1e and attachment # 1f show the process.
      • Edit Purchase Order – make a change in the contents of an order already entered and/or accept an order. When an entire order or parts of an order are accepted, the items (unless called “Supplies”) are automatically placed in the Inventory Module in Workstation 999999 – Unassigned. All of the fields populated when the item was entered follow into the Inventory Module, thereby eliminating the need to re-enter the data. Attachment # 1b shows a field for accepting an entire order – “Date Received”. The items are then moved immediately to WS 999999 – Unassigned Inventory. If a partial order arrives and you want to accept the received item(s), it is necessary to select the item and enter the quantity received. You will be given a choice as to whether or not to enter the item(s) into WS 999999 – Unassigned Inventory.
      • Delete Purchase Order – an example is a cancelled order – no record of cancelled orders is kept.
      • Print Purchase Order – do not use this feature – Luther prefers their purchase orders be printed in a special format rather than the format of the pre-made Track-It purchase order. There is a custom purchase order included in the “Reports Module”. Choose “Custom” from the Report Type list. The name of the report is “Laurel’s PO – use this one for Datatel 5/21/02 Main One”.
      • E-Mail Requestor – not used.
      • Find Purchase Order – used to view a specific order.
    • Inventory Module – Choose from the following tasks:
      • Add Asset – Select “Add Asset” from the opening Inventory Module screen to add an asset manually. Assets can also be added as a result of an audit but the purchasing coordinator prefers the manual method. Workstations created by audit are generally accidental and are deleted and re-established manually. Define the Asset Type. Asset Types include: computer, hub, other, printer, projector, router, scanner, server, switch, thin client, unknown and wireless. A Track-It administrator can add more asset types. Asset numbers (workstation numbers) are assigned when equipment is received and stays with a piece of equipment as long as that equipment is in service. The name of the workstation changes as equipment is reassigned. If/when a workstation is to be reassigned, the person (usually user systems or network systems staff) requesting the reassignment informs the purchasing coordinator who makes the appropriate changes to the workstation. If the reassignment is for a computer or printer, a work order is issued and appropriately assigned. If a new computer or printer is being deployed, a new workstation needs to be established and the appropriate fields populated. A work order (using the Help Desk Module) is then issued. An audit on each computer (new or reassigned) is run and merged after the new or reassigned workstation is set up and installed. Attachment # 2a, attachment # 2b, attachment # 2c, and attachment # 2d show screenshots of the process of establishing a new workstation. Once a workstation is established, use Edit Asset to make any changes.
      • Edit Asset – Select “Edit Asset” from the opening Inventory Module screen to make any changes to the asset (workstation). See attachment # 2e (similar to 2b). Possible changes include: workstation name change, transferring a product to or from the workstation, deleting a product from the workstation (and thus from inventory), user-defined fields changes or additions. The workstation data can be printed.
      • Delete Asset – Select “Delete Asset” to delete the asset number (workstation number). A box will appear asking if you want to delete the record. The choices are “yes” or “no”. Choosing “yes” deletes the asset and all products are automatically transferred to WS 999999 (unassigned). It is best to delete each product from the asset (workstation) manually before deleting the workstation to avoid the transfer of products to # 999999. If the asset number (WS number) will be reused, another deleting step is necessary. See attachment # 2f, attachment # 2g, and attachment # 2h.
      • Print Asset – Select “Print Asset” to print a hard copy of the data in the workstation.
      • Copy Asset – The purchasing coordinator does not use this task.
      • Merge Audit Data – The purchasing coordinator does not use this task.
      • Find Asset – There are several ways to locate an asset. See attachment # 2i, attachment # 2j, and attachment # 2k. Assets (workstations) are named as follows:
        • By user name
          • A person’s name – this is the most common user name
          • Resale –this workstation will be sold on the LIS online auction.
          • Reassign – this workstation will be reassigned to another user.
          • Missing – we are unable to locate this workstation.
          • 999999 “Unassigned” – this is a workstation that comes with Track-It. We cannot delete it, but can delete the contents. All equipment that does not have its own workstation number or is not associated with a specific workstation is included in this workstation. When an order is accepted in the Purchasing Module, the contents automatically are assigned to this workstation.
          • *xxxxx – workstations with an asterisk as the first character contain primarily software titles. These may be eliminated when the software module is in full use.
          • WS 1400 – this workstation houses items that are for auction (perhaps Spectrum eventually) and either have never had an asset (workstation) number (such as a monitor) or a computer that is so old that we have removed its asset (workstation) number.
          • There are several other odd user names. Look over an alphabetical listing of asset (workstation) names to see those. They should be self-explanatory.
        • By function name
          • An example is WS# 3120 – Biology NIKON 1200F. This is a computer used only for special purpose; thus the name.
        • By location (primarily hubs, switches)
          • An example is WS# 554 – LIS – CFL Basement Switch.
        • By printer queue name
          • An example is WS# 1318 – BR_225_A.
      • Audit Workstations – The purchasing coordinator does not use this task.
      • Manage Discovered Assets – the purchasing coordinator does not use this task.
    • Help Desk Module – Choose from the following tasks:
      • Add Work Order – Most of the work orders the purchasing coordinator adds are for equipment installation or for checking serial numbers. See attachment # 3a, attachment # 3b, and attachment # 3c.
      • Edit Work Order – Choose “Edit Work Order” to make any changes or additions to a work order.
      • Delete Work Order – Choose “Delete Work Order” to erase a work order.
      • Copy Work Order – The purchasing coordinator has created several templates that are used when assigning a new workstation or when reassigning a workstation. The “Copy Work Order” feature is used. See attachment # 3d.
      • Associate Work Order to new parent – Not used by purchasing coordinator.
      • Print Work Order – Highlight the work order from the screen shown as attachment # 3a; then select “Print Work Order”.
      • E-Mail requestor – Not used by purchasing coordinator.
      • Notify Technician – Not used by purchasing coordinator.
      • Find Work Order – To use this feature, you must know the number of the work order you want to find. See attachment # 3e.
    • Reports Module – Although many of the custom reports were created by the purchasing coordinator, the only one now used regularly is “Laurel’s PO – use this one for Datatel 5/21/02 Main One. Currently, reports are created using either an Excel query or Crystal Reports.

    VI. Confidentiality and Record

    LIS has tracked technology hardware and software for more than twenty-five years, first using a system developed in-house and more recently using Track-It (Numara Software). LIS purchased five licenses of Track-It in 1997 to replace the in-house method. The primary users were the Purchasing Coordinator and User Systems. The Purchasing Coordinator used both the purchasing and inventory modules and User Systems used only the inventory module. Several years ago the entire LIS organization began using the Help Desk Module and at that time more licenses plus the workstation auditing feature were purchased. Only the LIS purchasing coordinator and the three Track-It administrators have complete user rights to the Inventory and Purchasing Modules. All LIS staff and student workers have user rights to the Help Desk Module. User rights to other modules are granted upon the approval of a Track-It administrator.

    Track-It is the primary LIS source of information for tracking technology purchases and usage. Current Track-It administrators include: the purchasing coordinator, the network systems technician, the help desk manager, and the director of user services.

  24. Used Equipment Auction Policies and Procedures

    Date Issued: August 7, 2008
    Date Revised: December 29,2009

    I. Policy

    As LIS collects used technology equipment that is done serving its purpose at Luther, it will be sold on the online auction. This article explains the policies and procedures of the online auction.

    II. Purpose

    To provide prospective buyers with the general rules of the online auction and to guide them through the procedure for puchasing used technology equipment.

    III. Scope

    Anyone who has access to the used equipment website and is able to arrange for pickup of the equipment can place a bid to purchase used technology equipment. Payment must be made by check or cash. No credit cards are accepted.

    IV. Terms and Definitions

    • Technology equipment – both Mac and Windows computers, occasionally notebooks, monitors, printers, and other miscellaneous items.

    V. Procedures and Guidelines

    1. General Rules
      • LIS will sell used technology equipment each week until our supply is depleted. If hardware purchased for more than $10.00 becomes defective within 30 days of purchase or the buyer is unsatisfied for any reason within the 30 day period, the hardware may be returned for a full refund. Purchase for $10.00 or less have no warranty period. LIS is not responsible for set-up and/or repair of the system or any part of it.
      • LIS will establish a starting price for each item and has the right to reject any and/or all bids. Bids below the bottom price will not be accepted. Minimum bidding increment is $1.00 and bidding continues until the auction close time. At this time, there is no ‘buy it now’ feature available. If proper checkout procedures are followed, the winner will receive email notification.
      • LIS reserves the right to change our procedures over time.
    2. How to Use the Online Auction
      • The auction schedule:
        • Bidding can be done anytime between the time the item is posted through the auction close time. Items are posted when them become available and close time of the items vary. Winning bidders will be notified of their winnings via email within an hour after the item closes.
        • We request that you pick up your purchase the day you are notified that you have placed the winning bid. If that is not possible, please notify LIS at extension 1406 to make other arrangements. Main 11 is the pick-up location.
      • Viewing item descriptions and placing bids:
        • Follow a link on the LIS website to the online auction or type the URL http://helpdesk.luther.edu/go/auction/ into the address or location toolbar of your internet browser.
        • Pick one of the displayed categories by clicking on the text link. All auction items are categorized according to their equipment type.
        • Browse through the listed items and choose to view a detailed description of the item by clicking on the title of the item.
        • A detailed description of the auction item and its bid history will be displayed.
        • If placing a bid, fill in the text boxes with the requested information.
          • Handle/Alias – Will be displayed in the bid history on this webiste.
          • Email address – Used to inform you when you have been outbid or when you have won the item – not publicly displayed.
          • Your bid – Must be at least the minimum dollar amount shown for the item.
          • Contact information – Used as a secondary form of contact if we are not able to contact you via email – not displayed publicly.
        • Click on the “Place bid” button once you have filled in the requested information.
        • A confirmation page will be displayed after your bid has been processed. If you receive an error message, follow the instructions given in the message.
      • Notification of bid status:
        • You will receive automatic notification of your bid status at the email address that you registered when placing a bid in the following instances:
          • You have been outbid on an auction item.
          • You have the high bid on an item that has closed.
      • Viewing closed items:
        • Only staff with auction administrator rights are able to view closed items.

    VI. Confidentiality and Record

    Buyers of used LIS technology equipment are required to sign a disclaimer at the time of pickup and payment. The disclaimer states that LIS is does not provide technical support and details the warranty for items more than $10.00. It also serves as a receipt for payment.

  25. Vendor Relationships and Vendor File Folders

    Date Issued: June 26, 2006
    Date Revised: December 29, 2009
    I. Policy

    This policy sets forth the guidelines for building and maintaining a vendor relationship.

    II. Purpose

    The LIS purchasing coordinator is responsible for placing all orders requested by LIS staff. Thus, choosing vendors, deciding which vendors to build a relationship with, and deciding which vendors to drop, often falls in the hands of that person. This document details the prodedure(s) used.

    III. Scope

    The policy applies not only to the purchasing coordinator but also to the department members who request that orders be placed.

    IV. Terms and Definitions

    • Vendor – a company, business or merchant that sells.

    V. Procedures and Guidelines

    • Choosing a new vendor – who and how.
      • The purchasing coordinator.
        • If no vendor has been suggested by the staff member requesting the order, a vendor that has been used for a previous order is used, or
        • Search the internet for vendors that handle the item. Pricegrabber is a good source, as is Google.
      • Other department members.
        • Frequently LIS staff members select a vendor they have used in the past.
        • Sometimes staff members search the internet on their own and make a selection.
        • Staff members make vendor contacts at conferences such as Educause and choose to order from those vendors.
      • Faculty.
        • Occasionally new faculty members request an item be ordered from a vendor with whom they have developed a relationship at their previous position. LIS respects that choice unless it is a vendor LIS has chosen not to use.
        • Specialty software often needs to be ordered from a specific vendor LIS has had no relationship with. LIS will work with the vendor the faculty suggest.
    • Deciding whether or not to build a relationship with a vendor.
      • Vendor prices – the bottom line (which includes shipping/handling charges) is one of the most important considerations.
      • Vendor service – does the vendor deliver product in an acceptable time frame, is the order correct, does it come undamaged.
      • Is the vendor a pest or pushy? If the vendor is a pest or pushy, LIS is unlikely to build a relationship.
    • Deciding to discontinue using a vendor.
      • Sometimes the decision is made for LIS – the vendor goes out of business or is sold.
      • Sometimes a relationship deteriorates or another vendor comes to the forefront.
    • Maintaining vendor file folders.
      • A file folder is created for a vendor when it becomes apparent that the vendor will be or has been used more than once.
      • File folders are arranged alphabetically.
      • Many vendors are used only once – paperwork for those orders is placed in a ‘miscellaneous’ file folder.
      • A file folder entitled “Decorah Vendors” contains orders placed to local vendors with whom we do occasional business. If/When it becomes apparent that the local vendor should have its own file folder, one is created.
      • The vendor file cabinets are sorted each summer and those that have had no action in the past 5-7 years are sent to the archives in the Library for either storage or destruction. Boxes for that purpose are obtained from the College Archivist and must be labeled as LIS. It is helpful if a listing of what each box contains is attached to the outside of each box – that list is created in Microsoft Word and an example can be found: womeldla on ‘Administration Storage Serve (Admin1:’(H:)My Documents\Lists\Vendor Files. (Private drive)

    VI. Confidentiality and Record

    The purchasing coordinator is responsible for placing all LIS orders and maintaining the purchase records. All paperwork is stored in one of the two vendor file cabinets in the purchasing coordinator’s office.

  26. Workgroup Printers

    Date Issued: December 19, 2006
    Date Revised: November 5, 2007

    I. Policy

    This is a comprehensive policy regarding laser workgroup printers including guidelines on where they should be located, features they should have, vendor, model, LIS support and cost responsibilities for operation.

    II. Purpose

    Workgroup printers are a valuable resource for the Luther College campus community. As such, policies and procedures regarding the workgroup printers need to be established and implemented.

    III. Scope

    This policy applies to LIS and the Luther College campus community. It affects faculty, staff, and students.

    IV. Terms and Definitions

    • Personal Printer – DeskJet/Inkjet/Laser printer that is placed in a faculty or staff workspace that is not shared via the network with other users
    • Workgroup Printer – Any printer accessible to multiple users via the Luther College network. Includes Laser printers and Plotter printers.

    V. Procedures and Guidelines

    1. Location
      • Current location of workgroup printers
        • The actual location of workgroup printers is maintained in the Track-It! system used by LIS for purchasing, inventory, and help desk.
      • Recommended location of workgroup printers
        • One workgroup printer will be installed in each lab.
        • One workgroup printer will be installed per department per floor to provide individuals access to a workgroup printer within a reasonable distance.
        • Individuals located on a floor with those outside their department will use a workgroup printer within a reasonable distance to them.
        • Additional workgroup printers may be necessary under the following circumstances:
          • Special toner is required (e.g. for Payroll)
          • Electronic signatures are required
          • High volume printing areas
          • Timing of printing (e.g. Cashier’s Windows in OFS)
          • Color printing is necessary
    2. Features
      • Features that are standard functionality of any workgroup printer purchased after January 1, 2007:
        • Ease of use
        • Duplexer
        • Confidential printing
        • Pages per minute acceptable for the user
        • Standard warranty
        • Network systems friendly network card that has a web interface for configuration
      • Additional features that may be acquired on an as-needed basis:
        • Color printing
        • Extra paper tray
        • Envelope feeder
        • Extended warranty
    3. Vendor/Model
      • Types of workgroup printers currently on campus
        • Dell M5200N (black & white) and Dell M5100CN (color)
        • HP Laserjet 4 Series and 5 Series
        • HP Laserjet 2100 Series and 2200 Series
        • HP Laserjet 4000 Series, 4050 Series, and 4100 Series
        • HP Laserjet 4200 Series
        • HP Laserjet 5100 Series
        • HP Laserjet 5SI, 8000 Series, 8100 Series, 8150 Series
        • HP Designjet 110 Series, 500 Series, 800 Series
      • Maintenance of Existing Inventory
        • HP Laserjet 4 Series and 5 Series workgroup printers will have minor problems fixed. Major problems will be corrected by exchanging the workgroup printer with a Laserjet 4000 Series, 4050 Series, 4100 Series, or 4200 Series workgroup printer.
        • HP Laserjet 2100 Series, 2200 Series, 4000 Series, 4050 Series, and 4100 Series workgroup printers currently on campus will continue to be supported, fixed as problems arise, and replaced as necessary, using the inventory in Olin B11 and parts available from vendors.
        • HP Laserjet 4200 Series workgroup printers may be fixed, replaced with a 4200 Series in Olin B11, or replaced with a 2100 Series, 2200 Series, 4000 Series, 4050 Series, or 4100 Series workgroup printer.
        • HP Laserjet 5100 Series, 5SI, 8000 Series, 8100 Series, 8150 Series workgroup printers will be repaired in the case of either minor or major problems.
        • HP Designjet 110 Series, 500 Series, and 800 Series workgroup printers will be repaired in the case of either minor or major problems.
      • Acquisition of New Inventory
        • User Services recommends that LIS continue to purchase HP workgroup printers when additional printers are needed on campus.
        • A model that is reliable, available, and comparable to the HP Laserjet 4000 Series workgroup printer is being researched. Current models under evaluation include the HP3000dn, HP4700dn, and the HP5550dn.
        • A model that is reliable, available, and comparable to the HP Laserjet 8000 Series workgroup printer is being researched.
    4. LIS Support
      • Prior to purchase, LIS will meet with the department to determine the workgroup printing needs of the department.
      • Based upon the findings, LIS will recommend a workgroup printer to meet those needs.
      • LIS will configure and install all workgroup printers on campus.
      • LIS will assign a network print queue to each workgroup printer and install drivers on workstations using the workgroup printer.
      • LIS will maintain purchase records, vendor information, contact information, and other information relating to workgroup printers.
      • LIS will maintain the workgroup printers.
      • LIS will install drivers for a backup workgroup printer on each client workstation so that in the event the primary workgroup printer is not available the backup workgroup printer could be used instead.
    5. Cost Responsibilities for Operation
      • LIS budgets will fund the workgroup printers that meet the LIS policy requirements.
      • Costs to provide consumables (toner and paper) for printers located in academic or administrative departments, units, or labs will be paid by the department or work unit.
      • Costs to provide consumables (toner and paper) for printers located in public labs maintained by LIS will be paid by LIS.
      • The Print Shop and other departments who charge for their printing services will fund the purchase of their printer(s).

    VI. Confidentiality and Record

    The LIS Purchasing Coordinator is responsible for ordering the printers used on campus. He/she maintains the inventory of printers used on campus and those available for use in the Track-It! system. Copies of paperwork related to all purchases are kept in the vendor file folders in the vendor file cabinets in the LIS Purchasing Coordinator’s office.