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C00004 00003 %3INTRODUCTION%1
C00006 00004 %3TECHNICAL REPORTS: COMPUTER-RELATED TASKS%1
C00008 00005 %3ASSIGNING A REPORT NUMBER%1
C00011 00006 %3MAINTAINING THE LOG%1
C00013 00007 %3DISPOSITION OF REPORTS%1
C00018 00008 %3AGENCY DISTRIBUTION%1
C00019 00009 %3PREPARING AN ABSTRACT LISTING%1
C00026 00010 %3PRINTING AN ABSTRACT LISTING%1
C00030 00011 %3MAILING AN ABSTRACT LISTING%1
C00033 00012 %3MAKING THE COVERS%1
C00035 00013 %3ORDERING HARDCOPY %1
C00040 00014 %3ORDERING MICROFICHE%1
C00044 00015 %3REPORTS MAILING%1
C00046 00016 %3LIBRARY POLICIES%1
C00049 00017 %3MONITORING COSTS AND STATUS REPORTS%1
C00053 00018 %3COMMITMENT FILE ESTIMATE SHEETS%1
C00054 00019 %3TRANSMITTAL OF CS REPORT RECEIPTS TO CASHIER%1
C00058 00020 %3BUDGET STATEMENTS%1
C00059 00021 %3TRANSFERS OF EXPENSE -- MAILING OF ABSTRACTS%1
C00061 00022 %3TRANSFERS OF EXPENSE -- PRINTING HARDCOPY%1
C00062 00023 %3TRANSFER OF EXPENSE -- PRINTING MICROFICHE%1
C00063 00024 %3STATUS REPORTS%1
C00064 00025 %3CLASSNOTES%1
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~The primary function of this position is to coordinate the publication and
distribution of the technical reports and classnotes arising from the
research and teaching activity of the department. Eighty percent of the
work relates to the technical reports, which are distributed to an
international scientific community. Approximately 100 research reports
are published each year; there are 1700 people notified of their
publication by means of an abstract listing which is mailed about 8 times
per year. There are approximately 600 orders per abstract listing to
process. Requests from people not on our mailing list or requests for
noncurrent reports average 50-100 per month. Twenty percent of the work
relates to classnotes, which are sold to students through the bookstore
and to other universities and individuals by mail order from this office.
Orders from colleges typically involve 25-100 copies of one classnote.
%3TECHNICAL REPORTS: COMPUTER-RELATED TASKS%1
~You will operate a computer system (on-line equipment at the Artificial
Intelligence Laboratory) from a TV terminal in your office. The
Computer Science Report Distribution System is a collection of files and
programs written in SAIL that automates the distribution of technical
reports. Using a series of commands, you will update the mailing list,
process orders, receive payments, make credit adjustments, mail abstracts
(make labels) or reports (make labels and invoices), send old reports,
late and outside requests.
~How to use the system is explained in the document %BREPORT.TXT[DOC,CSR]%1,
which follows. This system manual tells you how to get started, what to
do next, gives examples of dialog sessions, etc. The manual teaches you
how the computer programs work, but the best way to learn what you will do
is to study a sample of what goes on in a typical situation. Basically,
the computer will ask the questions, and you will give the answers. In
addition, you will tell the computer what to do with the information you
have supplied. The system was designed to make your work easy and fast.
%3ASSIGNING A REPORT NUMBER%1
~You will assign report numbers to papers written by members of the
department. Do not assign report numbers to unwritten documents. Authors
request CS numbers from you when they are ready to publish a report. All
report numbers include the identifying prefix "STAN-CS." For example, the
report titled "A programming and problem-solving seminar" by Michael J.
Clancy and Donald E. Knuth is numbered "STAN-CS-77-606." The "77" gives
the year of publication. The "606" is the number you assign. Numbers are
assigned in sequence. A CS report may have another number as well. For
example, it may be jointly published as an Artificial Intelligence Memo
(abbreviated A.I.M.) or an Heuristic Programming Project Memo (abbreviated
H.P.P.). Other numbers in series (DSL, ERDA, SLAC) are assigned by other
people. Whenever there is a joint publication, you will negotiate
disposition for the department. The Digital Systems Lab publishes both
technical reports and technical notes and either can be issued as CS
reports. For example, STAN-CS-77-607 was also published as DSL T.R. 133.
ERDA numbers are assigned by the Numerical Analysis group. For example,
STAN-CS-77-615 has the Energy Research and Development number SU 326
%3MAINTAINING THE LOG%1
~You will maintain a log of reports which contains all relevant information
about any one report. Please study the example logsheet which follows.
As you can see, the top portion of the page is
to be filled out by you. After it is filled out, you will give it to the
person who requested the CS number for the Principal-Investigator's signature,
among other details. You will use this signature as an authorization to
charge printing and postage costs. From this sheet you will draw all the
information you need to publish and distribute a paper as a CSD report.
All logsheets are kept as a permanent history of departmental
%3DISPOSITION OF REPORTS%1
~The disposition of every CS report is determined by its granting
agency. Since sponsorship varies with each report, the exact distribution
will vary also. However, if you keep in mind where you will always send
the reports, the procedure is routine. All reports are distributed in
these four areas (in order of sequence):
.begin nofill; indent 10
2.##granting agency (discussed in detail in next section)
3.##other requests (students)
~Of course, as a practical matter, it is easier for you to standardize
how you distribute the reports than to change your methods with each
listing. However, how you distribute the reports is up to you--as long as
the reports are sent where required. The following routine is suggested:
~1.##When the report is returned from the printer, count out the number of
copies to be given to the author(s). This number is 20 (25 for the Numerical
Analysis people in Serra House) unless the %2author%1 or the %2principal
investigator%1 specifies otherwise.
~2.##Count out the number of reports to be sent to a granting agency, e.g.
if the CS report is sponsored by ERDA, count out 7 copies to set aside (see
the agency distribution list which follows).
~3.##People not on the mailing list (students and visitors) receive their
copies separately. First, you must collect the sign up sheets.
Second, you must run the requests through the "system" (use %BSEND%1).
~4.##Invoices and labels for the big mailing are made by the computer. You
will enter a figure "available for distribution" with the %BMAIL%1 program.
Because no invoices are generated for the automatic, ONR or A.I. lists, it
is somewhat easier to stuff these envelopes first and set them aside. You
will know what reports to use for each list by checking your logsheets.
The automatic list receives everything in hardcopy from each listing, so
jet-packs are used instead of regular manila envelopes. The ONR
distribution of reports is slightly irregular [20 hashcodes get 1 copy
each, 2 hashcodes get 2 copies each, 2 hashcodes get 6 copies each]. The
A.I. list includes all HPP and AI memos. After the big mailing, you will
count the number of hardcopy reports left. This number will be entered
into the computer system for the %BSEND%1 program. (For your own convenience,
the number of microfiche copies can be taken from the %BDIALOG.TMP%1 of the
day you mailed reports.) A final note: you will keep a record of your CS
report distribution on disposition sheets (see backside of log sheet).
%3PREPARING AN ABSTRACT LISTING%1
~You will prepare abstract listings ("Most Recent CS Reports") on
a pre-set schedule. However, you will %2close%1 your listing to new
reports after you have obtained 10. Please take a look at the
abstract listing which follows this discussion. Why do you close the listing
at 10 CS Reports? First, it costs $400-500 to mail
the listing (and about $150 to print it), so you want enough reports to
make the individual costs for each report's granting agency to be as low
as possible. Second, you cannot fit more than 10 reports on the order
section of the order form and still keep the label section blank
(necessary for U.S. postal regulations.) Third, you do not want to offer
more than 10 reports for practical reasons--it would be difficult to mail
that many reports to those people on the mailing list who ordered
everything (hardcopy or microfiche.) The listings appear about 6-8 times a
~Technical typing is required if algorithms appear in the abstracts of the
reports you are listing. Prepare the listing using the system and the command
file %BABSTRA.CMD[BIB,CSR]%1. The PUB system is capable of doing any
mathematical equations you might need to do.
originals are kept for the file, as well as copies of the abstracts
~All lists follow the same format. After the instructions are given at the
beginning of the first page, the reports are listed in order of their CS
number. The same information is given for each report: (1) report number
[if the report is an HPP memo or an AI memo, use that number instead of
the CS number], (2) author(s), (3) abstract [when you assign numbers
or when you are given a report to publish, make a copy of the abstract for
the log, (4) number
of pages in the report, and (5) cost of hardcopy [the cost of each
report is based on the formula $1.70 + .028/page]. You will assign the
prices (use the calculator) when preparing the listing. Round prices to
the nearest nickel. When only microfiche is available, indicate that fact
~Sometimes you will use the abstract listing to make special announcements
about reports that have been revised (see the listing included) or
about reports you wish to sell (see the listing included).
~The Stanford Computer Science Report Order Form is always the last
page of the abstract listing. Its format is specifically designed to
match requirements of the computer-based distribution system as well as
U.S. postal regulations. Please keep in mind what happens during the
%BORDERING%1 and %BMAILING%1 sessions. (You may refer to the dialog sessions in
the text documentation %BREPORT.TXT[DOC,CSR]%1.) The order form is divided
into three sections. Each abstract listing when printed will be collated,
folded in thirds, and stapled closed. The middle section includes all the
information necessary for each person on the mailing list to order the
reports he wishes. The numbers and letters of the reports named
correspond exactly to the data you will give the computer when you are
ready to mail reports. It is a good idea to mail the reports about two
weeks after the deadline.
~The bottom section must be totally blank according to the regulations for
bulk mailing. On the blank section you will affix the mailing labels
produced by the computer on the line printer. Labels for bulk mailing
(all American addresses) are placed in the middle of the blank section.
Labels for airmail mailing (all Foreign addresses) are placed in the lower-left-hand
corner so that they can be seen through the "window" of the special
envelopes used for their mailing.
~The top section contains the return
address so that the person on the mailing list can check off the
reports he wants, staple the order form closed, attach a stamp and return
it to you for processing.
%3PRINTING AN ABSTRACT LISTING%1
~When you are ready to print an abstract listing, determine the number of
listings to print by checking your latest %BDIALOG.TMP%1 to see how many
people are on the mailing list. Each session ends with the figure for the
total number of entries, a figure broken into the following categories:
F(free), A(automatic), N(ONR list), and M(A.I. or ARPA list.) Abstracts
are not sent to the automatic, ONR or A.I. lists. Therefore, subtract
these lists from the total number for the exact figure you need. Print a
few extra copies for your office and for future additions to the mailing
list who might be interested in "past" listings.
instructions for Reprographic Services, where you will have the listings
printed. Always include a sample of an old abstract listing when you are
ordering a new one so that the printer has something to refer to. Allow
5-7 working days for the printing.
~SPECIAL NOTE:##Instruct the printer to
staple exactly as you have indicated. You want the staple to be located
at the bottom of the blank section so that the machine that meters bulk
rates will not open or destroy the listing. Correctly stapled, one side
of the listing will show the order form, and the other side
will be blank (see example.)
~To avoid having Repographics from folding your abstracts incorrectly (in which
case you'll have to unstaple, refold and restaple them yourself), it is suggested
that you phrase your Interdepartmental Request along these lines as shown in
the example that follows.
%3MAILING AN ABSTRACT LISTING%1
~You will attach the mailing labels (printed at the A.I. Lab on the lineprinter) to the
abstract listings as described previously. Though the mailing charges are to be
divided among the granting agencies sponsoring the publication of the
reports the Interdepartmental Request for mailing them should be charged to
the Clearing Account (see example which follows). You will transfer the charges
to the appropriate accounts when they appear on your budget statement.
~When you've got all the labels attached, the abstracts sorted and boxed, and
the Interdepartmental Request filled out; call Mailing Services to come over
and pick them up.
%3NOTE:%1##Abstract listings mailed bulk rate are
not likely to reach their destination for 2-3 weeks. In 1977 we conducted
an experiment to see if mailing our domestic listings "first class" would
make any difference to our distribution system. We mailed the February
listings bulk rate for $395.67. We received 224 orders, mostly in the
fifth and sixth week after mailing. We mailed the April listings first
class for $478.60 and received 278 orders, mostly in the second and third
week after mailing. However, as long as we continue to mail our reports
two weeks after the announced deadline, there is no point in sending our
domestic listings first class. The turnaround time for each listing (from
the time the listing is taken to the printer until reports are sent) is 8
%3MAKING THE COVERS%1
~You will lay out and make up the cover for all CS reports. Please look at
the sample covers which follow. You will note that a Stanford logo
appears at the bottom. Instruct the printer to use "Stanford seal" cover
~The covers are done on the system using a file called %BCOVERS.PUB[BIB,CSR]%1.
All information is centered and always
includes: title, author, report number, report date (month of publication
or month of listing), Computer Science Department [written with "expanded"
spacing], School of Humanities and Sciences, and STANFORD UNIVERSITY.
There are two variations to the basic cover (examples of which follow).
All ERDA numbers are printed in the upper-right hand corner of the cover.
When a CS report is published as
a Heuristic Programming Project Memo, follow the format of the cover shown.
Also, there are six informal groups within the
Heuristic Programming Project [Knowledge-Based Consultation Systems,
MOLGEN, Protein-Crystallography, Hydroid, DENDRAL and Meta-DENDRAL] and
you may include a group name immediately beneath the author's name if the
author so desires. The group name is not necessary, however.
%3ORDERING HARDCOPY %1
~You will order hardcopy from a campus printer. Follow the checklist
at the bottom of the disposition sheet.
Usually, you should estimate printing costs before you
obtain a Principal-Investigator's signature. However, you should be aware
of the differences in pricing schedules of the various printers. You will
estimate costs for a "committment" of funds. All CS reports are printed
two-sided (to save on postage costs.) The Stanford seal cover stock is
always used. Depending on the length of the report, it can be stapled in
the corner (good for a very short report 10 pages or less); stapled in two
places; stapled in three places and trimmed with tape; or, velo-bound.
Look at old reports to get an idea of the various methods used in the
past. Remember that the regularity of the format is more important than
the type of binding.
~How do you estimate costs? Here are two price examples from our usual
printers. See price lists which follow for exact location of quotations.
Let us say you have a CS report 59 pages long and you want 300
.begin nofill; select B
(1) PRICE ESTIMATE FROM SCIP PUBLICATIONS
a. printing 60 x 4.09 = 245.40
b. cover stock 600 x .02 = 12.00
c. stapling 300 x .01 = 3.00
(2) PRICE ESTIMATE FROM SEL PUBLICATIONS
a. printing = 187.00
b. collating = 81.00
c. cover stock = 24.50
d. stapling = 14.00
Please use these price lists to estimate costs in this way.
~The SEL printer will call you when an advance copy of the CS report is
ready for approval. You should go over there and check it.
Check the advance copy for the quality of the printing, missing pages,
incorrect pagination, errors in collating, etc. Do not give your written
approval (signature on their green slip) until the report meets your
satisfaction and all mistakes have been corrected. You will use this
advance copy to order microfiche. The SCIP printer does not provide an
advance copy, so instruct him to leave one copy of the report unbound and
you can use that copy for the same purpose. Arrange delivery of the
printed reports in the appropriate way. CS reports printed at SEL are
delivered by the SCIP courier, but you must make arrangements through the
A.I. Lab for pick-up and delivery (the A.I. Lab "shares" the courier while
the department does not.) CS reports printed at SCIP are usually brought
to your office by one of the workers.
~You will order microfiche from Eastman Kodak Company, 915 Beach Street,
San Francisco, Ca. 94119. Your contact person at Eastman Kodak is Mr.
Don Hunsicker (415-776-6055.) Each year the department will establish a
blanket order purchase requisition with Eastman Kodak to be used by you.
All invoices will be paid by the Publications Clearing Account. However,
since microfiche costs for CS reports are to be borne by granting
agencies, costs are transferred later. When you have collected advances
for all the CS reports of an abstract listing, you are ready to order the
microfiche. The cover letter to Mr. Hunsicker should include the following
information about each document to be microfilmed:
.begin nofill; indent 10
a.##number of pages
b.##index title, i.e. report number, title of report, author card x of x,
##########month & year
c.##number of microfiche copies
See the following letter as an example.
~Estimate microfiche costs for the listing (see sample sheet.) Determine
costs by report. Check with Mr. Hunsicker for current unit prices. There
are 98 pages that fit on one card or fiche.
.begin nofill; select B
1 - 98 pages: one master
99 - 196 " : two masters
197 - 294 " : three masters
You should also submit an Commitment File Estimate to the front office.
Submit one form for each account number.
~Usually, you will order a standard number of copies, e.g. we now order 300
copies of each report. Remember that the header color of all HPP memos is
dark green. The microfiche for A.I. memos is ordered by someone else.
~Send all document originals (numbered as in your letter) to Mr. Hunsicker.
Instruct Metering Services to mail your package %2first class, certified,
receipt requested.%1 When you receive the receipt for the package, you can
rest assured that your reports arrived safely at Eastman Kodak! (Note :
Metering Services charges an extra handling fee for this kind of request.
It appears separately on the budget statement.)
~Your big reports mailings usually come 2-3 weeks %2after%1 the order deadline
shown on the abstracts. The first thing you have to do is discuss with the
person at the A.I. Lab who helps you stuff the envelopes, when the best day
would be to mail.
~After this has been decided, you'll need to run all your system work using
%BMAIL%1 (see %BREPORT.TXT[DOC,CSR]%1). Do this about 2-3 days before you'll
be doing the envelope stuffing.
~Once you've got everything you need (the invoices, mailing labels, envelopes,
boxes, and helper) it's really very simple. You take an invoice along with all
the reports it lists on it, stuff them in an envelope, put the mailing label on
it, clasp it shut, and put it in either the Domestic or Foreign box (depending,
of course, on where it's going).
~When you've got all of them stuffed, sorted, boxed and ready to go; you fill
out an Interdepartmental Request (see the example which follows) and call
Mailing services to come pick them up.
~It is the policy of the Computer Science Department to exempt libraries
from payment for hardcopy. You will always change the billing category of
any library to free whenever you are asked to do so.
~All letters requesting such status should be given to the Computer Science
Department Library, where records of all agreements are kept. If the
Librarian believes that any particular library deserves %BAUTOMATIC%1
status, he will let you know. The Librarian has certain guidelines for
automatic reciprocal exchange agreements, for example, the quality or the
frequency of reports an institution could supply.
~When a library requests to be placed on the mailing list, you will send a
form letter which explains our policy and gives instructions for ordering
~%3NOTE:%1##Business libraries, like college
libraries, will not be charged for reports unless they so request.
College libraries which are on the Automatic List should not be on the
Free List as well. The number of college libraries or the number of
persons on any campus who receive reports free will be decided by the
committee chairman. College libraries that charge us for reports will be
charged also. The CSD Library will inform you of such cases. A
clarification of the free billing category will be included on each
abstract listing with the information to request reports.
%3MONITORING COSTS AND STATUS REPORTS%1
~This is going to be an important part, and you might think it gets a little
complicated. However, just take it slowly and there should be no problem.
~There are going to be several things you need to do, as follows:
.begin nofill; indent 10
Commitment File Estimate Sheets
Transmittal of CS Report Receipts to Cashier
Transfers of Expense for --
%3COMMITMENT FILE ESTIMATE SHEETS%1
~Anytime you have anything printed, hardcopy or microfiche, it is necessary
to estimate approximately how much it is going to cost. Do this at the same
time you make out the request.
~You should fill out one of the Commitment File Estimates (yellow sheet) for
EACH account number involved in the charges. This sheet is given to the
Administrative Assistant to help her figure out future costs to the budgets.
%3TRANSMITTAL OF CS REPORT RECEIPTS TO CASHIER%1
~All checks that you receive for payment of CS reports are recorded in
the receipt book. See example which follows. ALWAYS indicate residency
(Ca. sales are taxed) and ALWAYS note the hashcode. When you receive
checks from people not on the mailing list, note the hashcode as #99999.
When you receive checks for reports not sent through the system (office
sales or donations), no hashcode is used. The sheets of the receipt book
are prepared in triplicate. The original is thrown out, the yellow copies
are kept for the department, and the white copies are returned to PBR.
~Please note that (with the exception of office sales and donations), all
payments are then recorded in the computer system. See example of a
session with %BRECEIVE%1 in the %BREPORT.TXT[DOC,CSR]%1. The computer will ask
you for a hashcode, verify that the hashcode matches the name of the
individual from whom you have received a payment, and concludes the
transaction by asking you for the amount received (or amount + or -, if an
~Twice a month, you will prepare transmittal of departmental collections to
cashier sheets. See example which follows. Do the following arithmetic:
.begin nofill; indent 10
A.##Total CA (CA checks + cash)
C.##Multiply CA by .06103
D.##Subtract (C) from (A)
E.##Add (D) and (B)
F##Add (A) and (B)
~Record the following information:
.begin nofill; select B
Name Number Amount
Publications Account 1-FCZ-107-94647 E
Sales Tax Account 0-ZZZ-001-51721 C
~%3NOTE:%1##Endorse checks that are made out to you. Stamp them with the "For
deposit only" stamp. Enclose two calculator tapes which show your
addition of the checks. Count the checks and circle that number on the
tapes. Show 0* at the beginning of your tapes to show that the calculator
was cleared. Make a copy of the transmittal sheet for the department, and
make a copy for yourself. Prepare separate sheets for any money not sent
in American currency.
~You will check the budget statements of the Publications Fund, identifying
postage and freight charges, microfiche charges, incoming monies, etc.
Make a copy of the monthly statement for yourself, and return the original
to the Department Administrator. (See example.)
%3TRANSFERS OF EXPENSE -- MAILING OF ABSTRACTS%1
.begin indent 5,0,0
1.##List each report that appears on "Most Recent CS Reports"
in a column.
2.##Opposite each report, indicate which university accounts
are to be used for postage costs. List both accounts if
two are provided (include specified percentages.)
3.##Divide 100 by the number of reports to see what percent each
report's postage will be. Subdivide accordingly.
4.##Add the percents for each grant listed.
5.##Prepare a Transfer of Expense Form to state exactly how
mailing costs for all pieces are to be divided. (See example.)
%3TRANSFERS OF EXPENSE -- PRINTING HARDCOPY%1
.begin indent 5,0,0
1.##Figure out the unit cost by dividing the total cost of the Interdepartmental
Request by the number of reports that were printed.
2.##Prepare a Transfer of Expense Form to state exactly how the printing charges
should be divided. Remember, the cost of 70 reports MUST be charged to
%B1 RZB 627%1. (See example.)
%3TRANSFER OF EXPENSE -- PRINTING MICROFICHE%1
~When a microfiche charge appears on the budget statement, you will prepare
a transfer of expense form (see example which follows) to allocate
microfilm and microfiche production costs to appropriate accounts. You
will calculate the cost of each report and figure the amounts to be
transferred from the invoice you receive from Eastman Kodak.
~After each big mailing, prepare a status report (see example which follows),
and record all the costs on the disposition sheets (backsides of logsheets)
for the permanent record.
~You will coordinate the printing and sale of classnotes with the
departmental secretary. What classnotes are printed depends on what
classes are being taught in any given quarter. Classnotes are sold to
students through the bookstore and to other individuals and institutions
by mail order from your office. Classnotes are published for the use of
our professors in their lectures and not actually intended for resale at
other universities. Nevertheless, you will maintain an inventory of past
classnotes. Only those classnotes that are being used in a particular
quarter are sold at the bookstore. All others are sold from your office.
Many of the same procedures used in publishing technical reports are used
for publishing classnotes, e.g. the printing (determining where, how
many, when), the keeping of records (recording sales in a receipt book,
preparing transmittal sheets), etc. However, the distribution of
classnotes is not computer-based, so the procedures are different.
~You will fill mail order requests individually. Each sale is invoiced
separately. Postage or shipping costs are added to the unit prices. The
CSD will not exchange or issue credit for returned publications and is not
responsible for damages incurred in shipment. For large shipments, you
will act as the liaison with Traffic (Logistics) for the department. (The
department has established a blanket order purchase requisition with
Traffic to handle the mailing of boxes.)
~You will prepare and post lists of classnotes and manuals currently
available. Also, you will prepare a yearly record of sales. You will
keep files of pending invoices and follow up on delinquent accounts. One
copy of each classnote is kept for the departmental archive.