Spring 2007

Into Print aims to educate, inform, and entertain its readers, with a goal of fostering positive communication between its participating departments, their staffs, and their clients.

In this issue

News briefs

Regents approve '07-'08 parking rates
Printing Department receives two gold awards

TypeStrikes

General news

Fiscal year end approaching; note deadlines for current budget items
Congratulations, grads!
Education, outreach, and training for customers

Central Mail Services

Postal Service changes confirmed
Central Mail classes inform mailers of big Postal Service changes
Blitz roll at Central Mail

Equipment Rental

Equipment Rental - try it, you'll like it

General Stores

Sales, savings are both up at General Stores
Send toner cartridges to General Stores for recycling
Use Pcard for OfficeMax web orders

Laundry Service

Laundry tailors garment rental program to customers' needs

Parking and Transportation

Parking & Transportation online service grows
Bus systems pull together for inaugural celebration
Character Counts: Meet Pat Smith

Printing Department

IMU CopyHawk flying high
Printing Department software support
Printing order checklist
Kirkwood students job shadow at Printing
Commencement: a really big order

Surplus

Got stuff? Call Surplus.
Sand silo for sale

We like feedback

Send story ideas, address corrections, additions, e-mail
We are . . .
Directories
The University of Iowa Nondiscrimination Statement

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NEWS BRIEFS

Regents approve '07-'08 parking rates

The Board of Regents approved the proposed parking rates for 2007-2008 at its May 1 meeting. Each year, Iowa's three universities present parking proposals jointly to the Regents. There are two readings, the first at the March meeting and the second in May. Along with rate proposals, the universities provide justification for increases and information on bond indebtedness, recent improvements, and long-term plans for each parking system. Each university has a committee that oversees parking operations, which are self-supporting, and proposes changes to parking and traffic regulations as well as fees and fines.

Printing Department receives two gold awards

The Printing Department won two gold awards in the 2007 In-Print competition, one for University Relations' strategic plan brochure and the other for the Women's Field Hockey letterhead. The contest drew 550 entries, 88 of which received an award in either the gold, silver, or bronze category. Entries are judged on the quality of printing, binding, and design; the degree and level of difficulty; and overall excellence. The competition is sponsored by the InPlant Printing and Mailing Association and "In-Plant Graphics" magazine. In-plants are printing operations that exist to serve their parent company. Many colleges and universities have in-plant print shops, including most of the Big Ten schools.

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TYPESTRIKES

from our typo treasure chest

sprint semester

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GENERAL NEWS

Fiscal year end approaching; note deadlines for current budget items

The fiscal year end is approaching, which means it is time to place orders that you want billed to your 2007 budget. Please be aware of the following deadlines:

Central Mail

Mail processed by 3:30 p.m. June 29 will be charged in fiscal year 2007. Please send your mailings to us as early in the day as possible.

Copy Centers

Work performed as of 11:59 p.m. June 29 will be billed in fiscal year '07. Work performed after that will be billed in fiscal year '08.

General Stores

Orders faxed or mailed and received by 2 p.m. on June 29 and those that are entered directly by a department on the MIGS and SIGS ordering systems by 4 p.m. on June 29 will be included in the current fiscal year.

Printing

Work performed by 4 p.m. June 29 will be charged in FY '07. The balance of charges for jobs in progress will be made when they are completed and closed. Place orders that you want charged in FY '07 soon to be sure they will meet the deadline. Special Printing Orders (SPOs) issued by 4 p.m. June 29 will be encumbered in FY '07. The charges will be based on the estimated invoice from the vendor.

Parking permit renewals

Faculty/staff parking permit renewal forms will be sent to all current permit holders by the end of May. The current permits are valid until Sunday, July 29. The new permits will start on Monday, July 30. Parking Services' Departmental Business, Service Vehicle Zone, and Pentacrest placard renewal forms will be sent to all departments that currently have them by the end of May.

Congratulations, grads!

Student employees play an important role in Business Services. They drive buses, meter mail, deliver supplies, print course packs, and much more to help keep the University perking. We congratulate the following students on their graduation and thank them for their contributions:

Cambus: Elaine Mudge, Nate Bock Sara Carney, Ryan Dux, Suzanna Hermans, Patricia Hakken, Aaron Halbur, Melissa Almond Julia Skinner, Bart Knox, Sarah Woller, Derek Roper, Riva Geller, Susan Hainlin, Laura Collier, Dan Babb, Steve Platt, James Farley, Brianna Maras, Larry Hudon, Andrew Ross Phil Mueller, Tom Smith, Tony Frank, Trevor Savage, Angela Wolf

Central Mail: Scott Kornblatt, Simon Knoblauch Jamie Powers, Jamie Johnson, Ryan Mullins, Luke Larsen, Tom Srp
Copy Centers: Caroline Hart, Neil Crane David Anderson
Fleet Services: Alexis Smith
General Stores: Bill Landis, Nick Olson Andrew Stroeve
Parking Field Services: Chris Weibold Dave Mather
Parking Office: Leslie Rittierodt Brianna Huber

Parking Operations and Maintenance: Kelly Backus, Amanda Colvin, Emily Downs, Christina Ellis, Rebecca Feiereisen, Josh Guffey Cody Harms, Kevin Heintz, Bonnie Held, Paul Henning, Ashley Hott, Elizabeth Kauffman Michele Kelly, Janelle Legg, Dan Powers, Natalie Simek

Education, outreach, and training for customers

Central Mail

"Everything You Wanted to Know About the 2007 U.S. Postal Service Rate Increase... And You Better Know!" informs mailers of Postal Service changes that are taking place. "Saving Departmental Expenses with Print, Digital and Mail Services" is a new class that covers opportunities to save money on printing and mailing expenses. Register through UI Learning and Development, www.uiowa.edu/~fusstfdv. Also, Central Mail makes presentations tailored to each department's mailing needs, to provide information and money-saving suggestions. Contact Chris Kula.

Tours

Groups are welcome to tour Printing, Mail, and General Stores at the Mossman Building. Contact Jenean Arnold.

New staff orientation

Business Services staff participate in Learning and Development's monthly new faculty and staff orientation. Contact Linda Noble, Parking Services, or Jenean Arnold, other Business Services departments.

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CENTRAL MAIL SERVICES

Postal Service changes confirmed

The U.S. Postal Service began implementing new rates May 14. They include a price increase for a first-class stamp - to 41 cents; a priority mail flat-rate box price of $8.95; a 17-cent First-Class Mail nonmachinable surcharge for first-class nonmachinable letters; first-class rates to be determined by a combination of weight and shape instead of weight alone; and a "forever stamp" for one-ounce single-piece, first-class letters. First-class mail that weighs more than 3.5 ounces is rigid, or exceeds any of the dimensions for a letter will be classified as flats.

All flats except custom marketing materials must be rectangular, flexible, and uniformly thick or they will be classified as parcel or Not Flat-Machinable (NFM) mail.Rates will change for second-class mail and periodicals on July 15.

The Postal Service has posted the new standards for periodicals on its website www.www.usps.com/ratecase/welcome.htm. Rates will vary based on machinability and barcoding; bundle and container rates will vary based on presort level and point of entry.

Delivery-point validation, currently optional, will be required effective August 1. This means the primary address number must be truly deliverable for a mail piece to qualify for postage automation discounts.

For more information on rate changes see the Winter 2007 issue of Into Print, and on address quality, see the Summer/Fall 2006 issue. Contact Chris Kula with questions.

Central Mail classes inform mailers of big Postal Service changes

Anticipating questions and confusion with U.S. Postal Service changes this year, Central Mail manager Chris Kula has developed new classes and presentations for mailers. "They are going well," he says. "I've done over a dozen, with 200 to 300 attendees. This includes staff from Iowa, UNI, Athletics, and the Foundation." Comments from participant evaluations include... More classes will be scheduled for the summer and fall terms. If you would like a presentation customized for your department, contact Kula.

Blitz roll at Central Mail

Central Mail employees recently prepared 10,200 football posters for mailing in less than one workday. "There was terrific cooperation from the entire staff at Central Mail," says supervisor Bill Burch. "The tubes for the annual mailing arrived on a Tuesday. Every available employee joined the effort - between other tasks - to quickly roll and insert the posters into the tubes for this large mailing, and they finished Wednesday afternoon."

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EQUIPMENT RENTAL

Equipment Rental - try it, you'll like it

Cutting edge technology doesn't have to cost your department an arm and a leg. Equipment Rental provides laptops, cameras, data projectors, and much more for short-term rental at reasonable rates. The laptops are mostly Dell Latitudes, with some Hewlett Packard, IBM, and Sony models thrown into the mix. A shipment of new, 3300-lumen Dell data projectors has just arrived, and a number of tablet PCs is also available. It is a good way to test a product, to find out if you are interested in buying it.

Older items are made available for interdepartmental transfer. Currently there are several Dell and Sony laptops at rates ranging from $300 to $500 each. Consider browsing our stock, too. UI faculty and staff are welcome to make appointments to pick up items or just to see what's available. "We have people who come in to pick up something and then see things they didn't know we have. They leave with things they never expected to rent," says Steve Fulwider, IT support staff. "Just call for an appointment to make sure we're here and not out on deliveries." Check the Equipment Rental website for a stock list, prices, and policies.

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GENERAL STORES

Sales, savings are both up at General Stores

As the General Stores/OfficeMax contract begins its third year, savings have totaled more than $750,000 over our previous contract, and sales are up 5 percent this year. Thanks so much to our customers and the dedicated staff at OfficeMax for making this a very successful contract.   — Gary Anderson

Send toner cartridges to General Stores for recycling

General Stores recycles thousands of toner cartridges each year. We will accept and recycle most toners, including ink-jet cartridges. Please securely package the items and send them back with the General Stores driver, or, if the package is small, return it securely via Campus Mail to General Stores, 183 MBSB. Thanks for your support in this project. We are saving money and keeping these items out of the landfill.   — Gary Anderson

Use Pcard for OfficeMax web orders

Contact our OfficeMax representative, Matt Ehn for access to the General Stores/OfficeMax web ordering system for Pcards.

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LAUNDRY SERVICE

Laundry tailors garment rental program to customers' needs

In a November 2003 Into Print article, UI Laundry Service Manager Dave Gray said, "Our customers define the uniform rental program we offer." That still holds true. So, what are the options our customers have? What sets our garment rental service apart from others?

First, we offer a large selection of current styles, colors, and fabrics. Do you want a black-and-tan polo shirt with a button-front placket and coordinating striped collar? Done. Do you prefer all cotton, or a blend? No problem. Maybe you want them in red and tan, blue and tan, and orange and white, so employees don't look like clones? We can do that. You may select a different color, style, or fabric for every day of the week if you wish.

What else do we offer with this custom service? Well, we use bar-code software to track each rental garment and can tell you the most recent pick-up and delivery date for every one of them. We provide a mending service for garments in disrepair. We can include logos or personalization using screen print, embroidery or emblems. We also offer garment cleaning and delivery to customers who just want us to wash garments they already own. With our years of experience, we can help customers design a service program that works for them.

Unlike most commercial laundries, we don't require a three-year contract; charge a fee for starting a service or making changes in an established service; or lump our customers into one standard service program. Pricing is based on what our customer wants for garments and service. We are willing to modify your garment rental program at any time. Laundry Service understands that each department has unique uniform needs that are important to its operation and image.

We feel we can't overemphasize this: Our customers define the uniform rental program we offer. We want you to know we will provide a custom service, tailored to meet your department's needs. The University of Iowa Laundry Service is a part of the University, and we are in business to serve you.   — Jo Anne Worley

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PARKING & TRANSPORTATION

Parking & Transportation online service grows

Parking lot waiting list online

Parking and Transportation has launched a parking lot waiting list through the Human Resources Employee Self Service website. UI employees can add their own names to, or delete them from, a waiting list, and they can check their status on a particular list. The service is available twenty-four hours a day, seven days a week. For more details go to www.uiowa.edu/~parking/wait-list.html.

Reach Carpool Matching Service through HR site

The Carpool Matching Service is now accessible from the HR website self-service website as well. Look for "My Parking" in the lower left corner of the page. Click on it to go to the next page, where you may choose either the waiting list or carpool matching link.   — Michelle Ribble

Bus systems pull together for inaugural celebration

When Governor Culver's office announced plans for an inaugural train ride to and celebration in Iowa City this winter, Cambus manager Brian McClatchey got busy. He organized the passengers' transportation from the train to the UI campus and back in just a couple of days.

"We had to react quickly to put something together," he says. "All three transit systems - Cambus, Iowa City, and Coralville - came together. We found some employees at the last minute who were willing to help." McClatchey arranged for five buses to shuttle people from the Iowa City train depot on Wright Street to Old Capitol, where the Governor was greeting people, to Hancher, where the entertainment was, and then back to the depot, all while the systems continued their regular routes. Then, he directed traffic after he arrived at Hancher for the festivities.

"I had a radio in my hand, so I guess I looked official. There were charter buses and media vehicles that needed to move, drivers letting riders out at the door and wanting to know where to park their cars, and people asking which ticket line to stand in," he says. So he did what he could. "I guess I was a Hancher official as well as a parking guy that night. It was a rainy, chilly evening, so it was good we had the bus option. By the time I got home I was pretty wet."

"I had a radio in my hand, so I guess I looked official. There were charter buses and media vehicles that needed to move, drivers letting riders out at the door and wanting to know where to park their cars, and people asking which ticket line to stand in," he says. So he did what he could. "I guess I was a Hancher official as well as a parking guy that night. It was a rainy, chilly evening, so it was good we had the bus option. By the time I got home I was pretty wet."

Character Counts: Meet Pat Smith

Pat Smith, maintenance supervisor for Cambus and Fleet Services, started in 1984 at Cambus "as a mechanic, turning wrenches. I've been supervisor since about 2000. We've been growing over the years. When we started, the fleet was about a third the size it is now - which is thirty-two buses," he says. Pat schedules work, orders Cambus parts, and supervises maintenance. Computer reports, generated when vehicles are fueled, tell him when regular maintenance is needed. He also responds to route problems such as flat tires and the occasional side-mirror-hits-road-sign encounter.

However, "Our first and foremost function is to keep the buses on route," he says. A student-run organization, Cambus employs five full-time staff and about 160 students. "I enjoy being around students. I like their enthusiasm. Most come to work with really good attitudes. They're a good, willing workforce." The challenge is that little institutional memory carries over, he says. "We're constantly training people." But, he adds, "the positives far outweigh the negatives. There's always something different going on."

"Because we're a small organization, I get involved in most of the decision making, such as what vehicles to purchase," he says. "We've gotten a couple of smaller buses and are starting to replace fifteen 1989 models. We're in the process of ordering four; I look for them to arrive next summer." The buses are built to order. "You start with a basic model and spec your own systems," he says. Cambus prefers a Cummins-Voith engine and transmission package, "mostly because of local support." The new buses will have low floors and no steps to climb. "We're moving toward the whole fleet to be low-floor, and we're adding security cameras." For better pricing, Cambus joined the Iowa City and Coralville bus systems for the purchase.

Pat and his wife, Michelle, who works at the DeGowin Blood Donor Center, have two children. Braden, 15, is in basketball and track, and Brianna, 7 participates in soccer and other seasonal activities. "My wife and I are pretty busy raising children. I spend a lot of time following them around," Pat says. He's prepared to keep it up. He told his children to "stay together, wherever they go. When we're ready for retirement, we'll pack up and follow them."

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PRINTING DEPARTMENT

IMU CopyHawk flying high

It's no longer one of the best-kept secrets at IMU. A steady flow of students, staff, and faculty keep CopyHawk, formerly known as Copy Center 7, busier than ever. Refurbished and renamed, with easy access, better lighting, and increased visibility through signage are some of the improvements. But an expanded menu of services is the big draw. They include self-service printing and copying; a customer work area; wireless internet workstation; retail sales; postage stamps; and FedEx UPS, and U.S. Postal Service shipping. CopyHawk, in room 41 on the IMU ground floor is open Monday through Thursday from 8 a.m. to 8 p.m., Friday from 8 a.m. to 5 p.m.

Printing Department software support

Digital Imaging Group

Files sent to the Digital Imaging Group must be saved in .pdf format. Specific instructions depend on what software and which version you work with, so please contact us for more information about format. Once saved, you may send files via the Web or on disks.

Prepress

Files saved in .pdf format are preferred, but, in some cases, sending files in their native formats can work. The prepress area supports applications commonly used in the printing industry and by the majority of its customers in such instances. To help avoid output problems that could cost you time and money, contact prepress supervisor Chris Swart for information about setting up your files. We support the following programs:
Adobe Creative Suite: Acrobat 7.0 Pro, Illustrator CS2 v12.0.1 InDesign CS2 v4.0.4, Photoshop CS2 v9.0.2. Other software: Pagemaker 7.x, Freehand 8.0*, Microsoft Office 2004 (Mac) v11.3*, Microsoft Office 2003 (PC), Quark 4.1*
*Contact the prepress supervisor before using these programs.

Check this

To start your printing order and get it done right, the Printing Department must have certain items and information from you. We've listed the basics below. Use this checklist when you are ready to send an order.

Printing order checklist

_____ Requisition. On it, write:
• _____ Your MFK number. Your department's office staff will have this information.
• _____ Whether the job is new, a reprint, or a revision.
• _____ Last job number if the job is a reprint or revision.
• _____ Quantity you want.
• _____ Ink colors and paper.
• _____ Signatures - two departmental signatures are required.
• _____ Brief description. For example: single-fold brochure on 11x17-inch white cover stock, or 3-part NCR form.
• _____ Whether you want to see a proof.
• _____ The specific date you want the job delivered. ASAP and RUSH mean different things to different people.
• _____ Where you want the job delivered: Central Mail, your office, a receptionist, a receiving dock? Specify person, room, and building.
_____ Sample or mock-up - especially important to show folding and two-sided printing.
_____ CD or disk if applicable.

Send all this to: Printing Department, 100 MBSB, or deliver it to 2222 Old Highway 218 South, phone 384-3700.

Kirkwood students job shadow at Printing

Kirkwood Community College students visited the Printing Department this fall for job shadowing with Business Services marketing administrator and Into Print editor Jenean Arnold. Graphic Communications students Salina Kay and Michael Kula observed and participated in a variety of activities, including touring Printing and Mailing, shooting and editing photos, and hanging signs for a Surplus auction. Arnold participates in the job shadowing through Kirkwood's Graphic Communications Advisory Committee, which provides feedback for staff to use in developing and updating programs.

Commencement: a really big order

Each year near the end of April, the Printing Department rolls into high gear to do its part for graduation ceremonies by producing the programs. This year it printed 19,450 pieces for general, Graduate College, Engineering, and Dental commencements, as well as the medical convocation.

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SURPLUS

Got stuff? Call Surplus.

If your department needs to get rid of stuff, Surplus is just the ticket. We'll take on nearly anything - except biohazards. We will determine the best outlet for your suplus items and take care of pick-up, sales, delivery and disposal.

All University of Iowa computers to be disposed of must be sent to Surplus. Security is paramount because of the vast amount of personal data stored by many departments. We have developed a system that simplifies and ensures proper "wiping," or clearing data from, hard drives. We've also developed a tracking system that allows us to locate any given computer in our posession and document the disposition of it.

We post many high-value items online for sale through eBay and LabX. Recently this has included microscopes, a facial scanning system, and computers and accessories. Often we arrange auctions for high-value items not suited for online sales. This year we held auctions for the Oakdale cafeteria equipment, motor vehicles and three Steinway pianos.

Our old standby, the warehouse, always offers an adventure. Recent good finds there include microscopes, a centrifuge, wooden desks, wide-format color printers, an auditorium-style projector; electronic storage racks, study carrels coffee tables, a brand-new sink, wheelchairs, portable whole-body lifts, generators, and library card catalogs. There are plenty of good shelves and cabinets, both wood and metal, as well as file cabinets, office chairs, and office dividers.

Finally, when items can't be sold we either sell them for salvage or deliver them to the landfill - the last resort. Visit our website, www.uiowa.edu/~fusmm/surplus.html, for information about how to send items to Surplus and to see photos and prices of current stock. Our warehouse is in the Gilbert Street Building, 1225 South Gilbert. It is open to departments by appointment and to the public Tuesdays and Thursdays, 10 a.m. to 6 p.m.

Sand silo for sale

Looking for a sand silo? The sculpture department in the UI School of Art and Art History is selling one. It had been used for sandcasting and resin bonding. Visit the Surplus website www.uiowa.edu/~fusmm/surplus.html to see a photo. Contact Surplus manager Joe Hennager for information.

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WE LIKE FEEDBACK!

Story ideas

Are there topics we haven't covered that you would like to see in our newsletter? Do you have questions you would like us to address? Send an e-mail to the editor or a memo to Into Print, 129 MBSB.

Address corrections and additions

If you wish to be added to the Into Print mailing list, fill out and send our form. Use only University of Iowa campus addresses and @uiowa.edu e-mail suffixes.

E-mail us

Send questions and comments about departmental topics to:
Bionic Bus
Cambus information
Central Mail
Commuter Programs
Fleet Services
General Stores
Parking Facilities Operations
Parking Services
Copy Center #2, 100 Mossman Building
Copy Center #3, C102 Pappajohn Business Building
Copy Center #10, 180 Boyd Law Building
UPACS and Copyright Service

We are . . .

Business Services: Equipment Rental, General Stores, Laundry, Parking & Transportation, Printing and Mailing Services, and Surplus, serving The University of Iowa community. The print version of Into Print is distributed free and on request to UI faculty, staff, and students.

Contributors to this issue

Gary Anderson/Business Services, Stores, Surplus; Chris Kula/Central Mail, Copy Centers; Michelle Ribble/Parking and Transportation; Jo Anne Worley/Laundry.

Editor and web administrator: Jenean Arnold, phone 319-384-3723, 129 Mossman Building.

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