Salem State College Materials Management Through Value Added Services:
A Comprehensive Guide

  1. Mission Statement: The mission of the Salem State College Materials Management Department is to effectively manage the inbound and outbound logistics activities of the College through value-added service.. The mission is to provide these services in an efficient and cost effective manner that meets or exceeds the expectations of the Salem State College community.
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  1. Introduction: This is intended to be a comprehensive guide to the services provided by the Materials Management Department that are offered to the Salem State College Community. It also highlights the personnel involved in providing these services.
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  1. Services Provided by Materials Management: Materials Management at Salem State College encompasses the primary activities of Shipping, Receiving, Mail Services, Copy Center, Property Management, Surplus Management, Fleet Management, and Xerox Technical Support. These services are managed by Dennis Koontz, Purchasing and Materials Management x6037.
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Dennis Koontz, Manager, Materials Management X6037
Manages Mail Services, Shipping and Receiving, Property Control Program, Surplus Program, SSC Surplus Newsletter, Federal Express, Campus Copier Program, Copy Center, on and off campus copying, and fax machines. Dennis also manages all printing, on and off campus.
Ralph Berry, Staff Assistant x6394
Responsible for the general management and operation of the Property Management Program. Initiates record keeping on items over $1000, barcodes items, logs items into Property Management System. Responsible for general record keeping of Salem State College Property.
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  1. Shipping and Receiving:

    Mission Statement: The mission of Shipping and Receiving is to provide shipping and receiving services to our customers, defined as the Salem State College Community, by shipping, receiving and distributing packages in a timely and efficient manner.

    Location and Hours of Operation: The Shipping and Receiving Department is located at at EPTOT (the trailers) on Cnetral Campus. Hours of operation are 7:30A.M.to 4:30 P.M. Monday through Friday.

    1. Shipping and Receiving Staff:

John McElaney, Supervisor, Shipping and Receiving, x6295.

Responsible for the general management and efficient operation of Shipping and Receiving. Accepts packages to be shipped. Signs for and logs all incoming packages for the College and coordinates delivery and obtains signature for all delivered packages.

Lee Gagnon, Motor Truck Driver, x6295

Responsible for pick-up, delivery, and intercampus transport of packages, mail, and Copy Center work.

Please Note: Arrangements can be made for package pick-up by calling the Shipping and Receiving Department at x6295.
    1. Shipping and Receiving Services Provided:
      1. Federal Express Shipping:
        Federal Express shipments from the College are available for:
          • Priority Overnight (Next day by 10:30 A.M.)
          • Standard Overnight (Next Day by 3:00 P.M.)
          • Second Day Air Service
          • Freight Service (For packages over 150 lbs.)
          • Saturday Service
          • Declared Value Service

      If Federal Express is the desired mode of shipment, a Federal Express form must be completed and signed. The form is available either by fax or by clicking here (PDF)! The chartfield section must be completed, must be signed and the type of service desired must be checked. To ship a package off campus via Federal Express, contact Shipping and Receiving at x6295 to arrange pick-up. The expense account code MUST BE 6J29.

      1. Returned Goods Coordination:
        Returned goods can be returned to the vendor following the Returned Goods Process. The end user contacts Purchasing at x6152. Debbi Germano, Buyer, will contact the vendor to determine whether the item is going to be kept, repaired, returned, or replaced. She will then obtain a Returned Goods Authorization and a mode of shipping. The material to be returned goes directly to Shipping and Receiving. If the item is to be picked up and taken to Shipping and Receiving, call John McElaney x6295.
      2. Transportation of Hazardous Material:
        Shipping and Receiving is able to receive hazardous material. The first step in alerting Shipping and Receiving of the incoming order begins in Purchasing. When ordering hazardous materials, the end user should write "Hazardous Materials" on the purchase requisition. The buyer in Purchasing will then alert Debra Mizia, Safety Coordinator, of the order. When the material is received, Shipping and Receiving first calls Debra Mizia to alert her of the incoming order. Lee Gagnon is authorized to handle distribution of hazardous materials to end-users. In some instances, a Dangerous Goods Form must be completed by the end-user. Contact Debra Mizia x7115 for more information.
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  1. Mail Services
    Mail Services Mission Statement: The mission of Mail Services is two-fold:
    (1) To pick-up, sort, distribute and deliver mail to the Salem State College community, and to assure that all mail is processed through the College Mail Services department and delivered to the addressee as efficiently and quickly as possible.
    (2) To provide cutting edge technology for processing outgoing mailings to achieve the lowest cost, professional appearance as well as accurate and predictable receipt of college mailings.
    Location and Hours of Operation:
    Mail Services occupies two locations: Central Campus and Meier Hall. The Central Campus location is responsible for all outgoing mail. The Meier Hall location is responsible for all inbound mail to be sorted and distributed campus wide. The Central Campus facility is open for operation between the hours of 7:00 A.M. and 4:00 P.M. The Meier Hall facility is open from 8:30 A.M to 5:00 P.M for mail pick-up and drop-off.
    1. Mail Services Staff:

Monica Clinkscales

 

Monica Clinkscales: Mail Services Supervisor, x6012. Responsible for the smooth and efficient operation of Mail Services at Salem State College. Answers questions, and aids end-users in determining mail needs. Responsible for receiving, sorting and issuing of mail and packages to all departments. Processes inbound express packages. Also, responsible for bulk mailing permits, charge-backs to departments, tracking forms and certified mail receipts.

Rene LeBlanc

 

Rene LeBlanc: Mail Clerk, x6012
Responsible for receiving, sorting and issuing mail and packages to all departments. Processes inbound express packages for distribution to the Central Mailroom or Shipping and Receiving.
Carmen Gonzales: Mail Clerk, x6520
Responsible for receiving, sorting, and issuing of mail and packages to all departments. Processes inbound express packages for distribution to the Central Mailroom, or Shipping and Receiving.
    1. Mail Services Provided:
Please note:
All outgoing mail must have a department mail slip requisition attached to it. This is necessary for accuracy in charging back the postage cost of the mailing to the correct department.
      1. First Class Mail Processing: This level of service is appropriate for any urgent, time-sensitive mail that has a significant impact on the operations and need to be delivered as quickly as possible should be sent First Class.
        Examples: Proposals, billing statements, orders, etc.
      2. Priority Mail Processing: Priority Mail receives two to three-day delivery nation wide. These delivery standards are ideally suited for package or document mailers whose need for speed does not justify the high cost of overnight services. Priority mail gets preferential surface transportation to nearby destinations and is flown to distant areas.
      3. Express Mail Processing: Express Mail-next-day-service is designed for mailers who occasionally need reliable overnight delivery of important items. A corporate account has been established with the US Postal Service for the College. Postage fees will be charged back to departments. Call x6012 regarding mail labels and specially-marked mailing containers.
      4. Coordination of Express Mail Received at the College: Express mail sent To Salem State Faculty or staff arrives at the campus mailroom located at 352 Lafayette Street. Faculty and Staff Express Mail is delivered to the Campus Mail Room at 352 Lafayette Street. Mail Service personnel, acting as agents for the Salem Post Office, accept and sign for it. A log is maintained recording identification and delivery information for incoming Express Mail. When Mail Services receives Express Mail for Faculty and Staff, the addressee will be contacted by telephone and will be asked to pick-up and sign for the item at the Campus Mail Room.
      5. Certified Mail and Return Receipt Mail Processing: Certified Mail service provides the sender with a mailing receipt and a record that the mail was received at the address to which it was sent. No record of the mail piece is kept at the Salem Post Office; however, it is logged in at the final receiving Post Office. The handling and delivery method for Certified Mail differs from first-class mail in the logging procedure. In most cases it is slower than first class mail. Return Receipt Mail is designed for items having no intrinsic value such as letters, files, records, etc., which are sent as first class mail. No insurance coverage is provided. A return receipt is provided to the sender. Proof of delivery may be obtained for an additional fee. The return receipt will be mailed to the sender after the mail has been delivered.
      6. Insured Mail Processing: The Insured Mail Service provides payment for loss or damage to third and fourth class mail or first class priority mail containing third or fourth class matter. The maximum liability for insured mail is $600. A return receipt may be requested to show written evidence of delivery.
      7. Bulk Mail Services: Bulk mail is classified into two categories: Standard Mail A Bulk Mail, and Special Non-Profit Bulk Mail. To be acceptable under either of the bulk mail classes, the shipment must consist entirely of printed material (not individually typed or handwritten) and each item must weigh under 16 oz. If there is any first class material included, the mailing is not eligible for bulk mail reduced rates.
      8. Standard Mail A Bulk Mail:
        • Mailings must consist of at lease 200 pieces or weigh 50 pounds, not including intercampus or foreign mail.
        • Each mailing must consist of items identical in size, weight, envelopes and enclosures.
        • Mailings may not be, or have the characteristics of a bill or statement of account, nor may they include any personal correspondence (hand-written or typed).
        • All pieces in the mailing must include a ZIP code.
        • Foreign mail may not be mailed at the bulk rate.
      9. Special Non-Profit Bulk Mail:
        • SSC Mail Services is responsible for all authorized use of the College’s non-profit bulk rate license and for forwarding all charges incurred in this use.
        • “Salem State College” is the holder of a non-profit bulk rate permit. All SSC mailings at the Special Rate must have as the return address the name “Salem State College” on the first line. The name of a SSC division or department may appear as the second line, but only the words Salem State College may be on the first line of the return address.
        • Only integral departments of the College are allowed to use the permit. Any clubs, organizations, projects, etc., which are not official parts of the College, even though they may have College personnel as officers or members, are prohibited from using the College’s permit.
        • Only registered organizations that are not-for-profit may be authorized to mail at the Special Non-Profit Bulk Rate. Authorization must be obtained to use the SSC Permit number.
        • Advertisements or endorsements of another company, hotel, bank, credit card, or person are forbidden. Co-sponsorship with anyone not authorized for the special rate with the Salem Post Office is not allowed. These mailings will not qualify for the non-profit bulk rate.
      10. Bulk Mailing By Outside Mailing Company:
        • All printed matter printed by an off campus printing firm and then sent to a mail house for mailing, must have form 3602 sent to Monica Clinkscales in the mailroom.
        • Addresses must include a ZIP code. When planning a bulk mailing, order database labels in numerical ZIP code order.
        • A mail slip requisition form with an authorized signature must be included with each bulk mailing, and should contain the following information:
          • Department name and chartfield.
          • Number of pieces to be mailed
          • Any special instructions (addressing, sealing, etc.)
          • Authorized signature
          • Contact person and phone number.
        • Complete list of postal rules, rates, and regulations regarding Non-Profit Bulk Mail is in the Domestic Mail Manual, a US Post Office publication. A copy is available at the Campus Mail Room.
        • Departments that are planning any mailings should gather all mailing information prior to sending correspondence to the printer for review by SSC Mail Services. Failure to comply with US Postal Service regulations concerning size, permits, address placements, barcodes, and contents could cause delivery delays and additional postage charges. Also, an advance notice of one day is necessary for high volume mailings so that special handling for pick-up can be provided. Call Mail Services at x6012 for questions concerning postal regulations or additional information.
    1. Campus Mail Pick-up Points
      The following departments are designated as mail delivery and pick-up locations:
      • Admissions, Main Campus
      • Career Services, Main Campus
      • Horace Mann School, Main Campus
      • O’Keefe Center, O’Keefe Campus
      • Office of Residence Life
      • Harrington Building, South Campus
      • Social Work Department, South Campus/Academic Building
      • Economics Department, South Campus
      • Alumni House, South Campus/First Floor
      • Graduate Office, Sullivan Building
      • Registrar’s Office, Administration Building
      • Financial Aid, Administration Building
      • Library
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  1. Copy Center
    Mission Statement: The mission of the Copy Center is to provide cutting edge copying services to the Salem State College Community.
    Location and Hours of Operation: The Copy Center is located on the first floor of Meier Hall. The Copy Center is open Monday through Friday between the hours of 8:00 A.M and 5:00 P.M..
  1. Copy Center Staff:

    Monica Clinkscales

     

    Rose Cooke: Copy Center Supervisor, x6722
    Responsible for the overall supervision and operation of the Copy Center. Assists clients in copying center choices such as paper color and finishing. Assists clients in the review of their printing requirements, copy and artwork. Responsible for the supervision and operation of black and white digital copiers/printers. Maintains records, performs routine equipment maintenance, performs digital printing duties on high-speed black and white, as well as color copy machines. Supervises and assists in collating and binding, operates paper drill and cutter.

    Rene LeBlanc

     

    Roland Ricard: Copy Center Assistant, x6722.
    Assists clients in the review of their printing requirements, copy and artwork. Maintains client Copy Center work order paperwork. Operates all production equipment in the Copy Center, including high-speed copiers, color copiers, convenience copiers, and binding and finishing equipment

    1. Copy Services Provided:
      Copying: The Copy Center is equipped with two, high-speed black and white copying machines to handle all of your black and white copy requests up to 11x17. The Copy Center handles black and white copying jobs, such as fliers, brochures, booklets, etc. For color jobs that require a press run, the Copy Center has an arrangement with Sir Speedy of Lynn. Arrangements may be made through Dennis Koontz at x6037 or the Publications Department at x6723 or x7502. It is required that press runs must be reviewed by the Publications Department to ensure that they meet the College graphic standards. A Copy Center requisition must be filled out for all work going to Sir Speedy.
      Finishing: Document finishing is any work that is done to the document after it has been printed. The Copy Center provides a variety of finishing options for documents. The Copy Center can fold documents in several different ways, including letter, sticker, half, or other methods. The Copy Center also provides binding, including cutting, collating, stapling, drilling and padding services.
      Coordination with Publications: If help is needed for the design of forms and brochures, Publications should be consulted to ensure top quality design. In addition to the aesthetic expertise, Publications can ensure that the strict graphic standards of the College are met and upheld. These graphic standards include typography, color, publication signature, logo use, and logo placement. For more information on the Graphic Identity Program at Salem State College, please call the Publications Department at x7502 for a Graphic Identity Program brochure on SSC Identity Standards for Print Use.
      Forms: When submitting a document to the Copy Center for work, a Copy Center Requisition form must be completed. The top third of this form must be filled out, and requires information such as the name of the end-user, the end-user’s department, phone number, dates, and BAC codes. The middle third of the form serves to direct the Copy Center as to what kind of work will be done. This section of the form requests information describing the job, as well as specifying paper types, and finishing instructions. The bottom third of the Copy Center Requisition addresses costs. When the Copy Center Requisition is complete, please attach the document to it and submit the packet to the Copy Center. The Copy Center will review the project, and assist you with recommendations regarding finishing instructions, such as folding or binding methods, or the color of paper. An estimate of the time frame for completion will be given as well. Our goal is to provide on-demand service. However, due to the complexity of the job, or volume, a longer turn around time may be needed. Consult the Copy Center for more details.
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  1. Property Management
    Property Management Mission Statement: The mission of Property Management is to maintain the standard policy for control of long term assets from acquisition to disposition.

    The main objectives of the Salem State College property management system are:
    • To support College education, research and administration by providing a centralized equipment inventory system which complies with federal, state and institutional requirements;
    • Facilitate the availability of equipment information to the College community; and administers the acquisition and disposition of state and federal Excess and Surplus Property Programs.

    These regulations stipulate that a system of accountability must be established for identifying, tracking and disposing of equipment. The system also fulfills the granting agency requirement for providing a mechanism for verifying non-availability of equipment and thus insures need. In addition, the system will make information concerning the location of equipment more readily available to the Salem State College community, facilitating optimal utilization of equipment through shared use, promote effective purchasing and reduce maintenance costs.

    Location and Hours of Operation:
    Property Management is located at Central Campus at 71 Loring Ave. It is open Monday through Friday 9:00A.M to 5:00 P.M.

  1. Property Management Staff:
    Ralph Berry, Staff Assistant x6394
    Responsible for the general management and operation of the Property Management Program. Initiates record keeping on items over $1000, barcodes items, logs items into Property Management System. Responsible for general record keeping of Salem State College Property.
  2. What is Property Management at Salem State College and how is it managed?
    Salem State College is committed to assure that all of the College’s physical assets are managed in an efficient and effective manner. Property Management is a subsection of Purchasing and Materials Management which maintains inventory records on all non-expendable, movable property and equipment that is College owned, and has a single item cost of $1000 or more, or is a gift to the College with equal value. With the help of each individual department, Property Management establishes and maintains records for such property and equipment, as well as being responsible for affixing inventory barcodes. Current inventory records are of critical importance to the College for several reasons:
    • Records help departments keep track of their equipment and allow them to have current information readily available.
    • Barcoding is an excellent deterrent to theft.
    • The records kept by Property Management are heavily weighted in the equation the government uses to calculate indirect costs on federal grants. Therefore, the more accurate the inventory records, the more monies the College, as a whole, can receive.
    • Departments are required to inventory their property on an annual basis at the beginning of each fiscal year, assist in updating records, and cooperate in periodic independent audits. Departments are strongly encouraged to use the Property Management Control System to track all their equipment by keeping records of the barcodes affixed to their property.
  3. When should something go into Property Management records?
    • Property Management records must be maintained on all non-expendable, movable property and equipment owned by the College which has a historical cost (or fair market value for gifts and donations) or $1,000 or more, and a life expectancy of two years or more. Such property will be tagged and inventoried. All equipment purchased through the following methods must be inventoried and tagged:
    • Various funding sources including federal grants, contracts, state appropriations, student fees, generated revenue, private funds, etc.
    • Purchased with funds administered by another institution or entity but being used and maintained at Salem State College
    • Transferred from another institution
    • Donated, on loan, constructed, or installed by industry for the purpose of collaborative research
    • Self-contained for its primary function (not a component part of another piece of equipment)
    • Has sufficient individuality and size to make control feasible by means of bar coding, or other tagging methods.
  4. How is "equipment" defined?
    Salem State College uses the Office of Management and Budget (OMB) Circular A-21, as revised on July 26, 1993, effective January 1994, which establishes a definition for equipment as "non-expendable, tangible personal property having a useful life of more than two years, and an acquisition costs of $1000 or more per unit."
  5. Procedures for placing barcodes on equipment:
    Property Management is responsible for placing bar codes on College equipment. Property Management will place the bar codes by using the following procedures:
    • Bar codes will be placed visually on equipment while also being easily accessible to the bar code scanner.
    • If an item costs $1,000 or more and is impossible or not feasible to tag with a bar code, the Inventory Log will be used to keep track of the item.
    • When placing a bar code on a piece of equipment, the following order of preference will be used unless a specific situation dictates otherwise:
      1. Front of equipment
      2. Right side of equipment
      3. Left side of equipment
      4. Top of equipment
      5. Back of equipment
      6. Bottom of equipment
  6. What data can the Property Control System collect on each piece of equipment and for what purpose?
    • Item Description:
      Tag number
      Description
      Manufacturer
      Model Number
      Serial Number
    • Location:
      Department
      Building
      Floor
      Room
    • Install Date
    • Users
    • Accessories/Attachments
    • Purchase:
      Quantity
      Price/Cost
      Acquisition Date
      Purchase Order Number
      Acquisition Code
      Financing Comments
    • Insurance:
      Insured Value
      Used Replacement Cost
      New Replacement Cost
    • Disposition:
      Disposal Code
      Disposal Date
      Disposal Price
      Disposal Costs
    • Maintenance:
      Last Major Repair Date
      Maintenance Comment

    This information will be printed and distributed periodically to department heads. Also, reports such as equipment by area, by department, by generic distribution, by property control number, by location and by application or grant number will be produced upon request. For more information, contact the Property Manager at x6394.

  7. What are the long-term impacts and accomplishments of a Property Management System?
    • Control of long term assets
    • Compliance with federal and state regulations
    • Assist department heads and faculty in the event of an audit
    • Quantify maintenance costs
    • Provide a planning mechanism for the rate at which existing equipment is becoming obsolete
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Please Note:

Due to the demolition of the building currently housing the surplus property goods, surplus property, as a physical entity, will cease to exist. However, Mr. Ralph Berry will continue to be available to assist all departments by maintaining “want lists” for any department needing items, and helping departments dispose of property no longer needed.

  1. Surplus Property:
    Surplus Property Management Mission Statement: The mission of Surplus Property Management is to provide surplus property services to the Salem State College community. Such services are defined as pick-up, distribution and delivery of clean, quality surplus goods. The mission is to provide these services in the most timely and efficient manner possible so as to assure that Salem State College's assets are being used to their fullest capabilities.
  1. Surplus Property Management Staff:
    Ralph Berry, Staff Assistant x6394
    Responsible for the general management and operation of the Property Management Program at Salem State College. This includes inventorying surplus property, evaluating its quality, organizing and distribution through Tobin & Sons and keeping accurate records of where surplus is located.
  1. Services Provided:
    1. Surplus Property Management is responsible for the collection, inter-campus distribution, and disposal of College owned equipment, supplies, and materials that are obsolete or surplus to the needs of Salem State College.
    2. Materials Management has the responsibility for the disposal of surplus property. Items that are surplus to one department are advertised to all other departments who may claim them on a "first come first served" basis, at no charge. Items that are declared surpluses are made available to other departments, or are declared surplus to the State and made available to other State agencies, other non-profit agencies, or disposed of. Items that are of no value are recycled if possible, or else disposed of.
    3. Surplus Property Management composes a monthly newsletter that details surplus items that are available at no charge to the Salem State College community. If there is an item that your department needs or wishes to obtain, please call the Surplus Property Manager at x6394 to process your request and arrange for delivery. If you have surplus items that you would like to recycle, you may arrange this through the Property Manager as well. For a copy of the Surplus Newsletter, call Surplus Property Management at x6394, or Purchasing and Materials Management at x6152. A list of current available items will be posted on the Materials Management web page.
    4. It is important to note that items that are re-distributed to departments are moved by the distribution staff or by Tobin & Sons. Before moving an item to a department, it is strongly advised that a representative from the department personally inspect the item to be delivered to ensure that it is of satisfactory condition, is compatible with the space it is going to occupy (space measurements, electric outlets are accessible, etc.) and will meet the needs of the department.

All surplus equipment should go through Surplus Management, not through individual departments. This is a necessary step to ensure that equipment is properly bar-coded and tracked.
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  1. Fleet Maintenance:
    Fleet Maintenance Mission Statement: The mission of Fleet Management at Salem State College is to monitor the activities of the fleet of vehicles to assure that:
    • Each vehicle is properly maintained, on a preventative maintenance schedule.
    • Provides emergency service and glass repair.
    • Is insured when required · Its activities recorded.
  1. Fleet Maintenance Staff:
    Ralph Berry, Staff Assistant x6394
    Ralph is responsible for the management of approximately twenty vehicles that are used for college business.
  1. What Is Fleet Management?
    The management of this fleet encompasses the activities of refueling; record keeping, as well as scheduled maintenance, repair, and replacement. Salem State College uses one vendor to manage its fleet, PHH/Wright Vehicle Management Services.
  2. Tax Free Fuel Services:
    Salem State College uses the Commonwealth of Massachusetts contracted vendor for fuel services: PHH/Wright provides a universal fuel cards for our fleet vehicles. These cards allow drivers to purchase fuel from over 130,000 gas stations nationwide. The PHH/Wright card allows drivers to refuel their fleet vehicles without paying up front, or keeping track of receipts.

Refueling Policy:

    • Use regular unleaded fuel only
    • Use self-serve pumps
    • Fuel company vehicles only
    • Use lower cost fuel stations when possible
    • Always put in the correct odometer readings at the point of sale
    • The PHH/Wright card is "unlimited" and can be used for other items and services. The status of the card is at the discretion of the department manager

    How do the cards work?
    The cards are assigned to the vehicle and stay with the vehicle, or the vehicle keys, not with the individuals authorized to buy fuel or in the department. The individuals have a pin code to use the cards and by this pin code can be identified on the invoices and purchase reports. Cards are for fuel plus other commodities such as oil, windshield wiper blades, windshield washer fluid, inspection stickers, tires, etc. The details of what is purchased appear on the invoices and the management reports as well as what type of fuel is purchased. The capabilities of the card are defined by the department manager.

    Use of the PHH/Wright cards results in better, more detailed record keeping. The detailed reporting provided by PHH/Wright provides Purchase Reports which analyze each purchase and report the driver's name, the date, time and location of each transaction, products or services purchased, the grade of fuel purchased, the fuel amount and cost per gallon, the miles per gallon and vehicle cost per mile, as well as the odometer reading. The exception report alerts the manager of irregularities such as: Fueling during holidays, unauthorized business hours, or days, state deviations, excessive fuel amounts or price per gallon, transaction costs over approved limit, and if unauthorized fuel types have been used. The reports provide the odometer readings, gallons of fuel purchased, and mileage per gallon. With such information, Salem State College is able to determine when vehicles need to be replaced, or traded in.

    Fleet Management at Salem State College also uses PHH/Wright for maintenance and repair.
    Services Provided:

      • Maintenance Consultation
      • Vehicle Repair
      • Detailed and customized reporting, billing and auditing
      • Exception Reporting
      • Consolidated Billing
      • Warranty Coverage
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X. Departmental Copier Program:

Departmental Copier Program Mission Statement:
The mission of the Departmental Copier Program is to support the educational, promotional and administrative programs and activities of our College departments. To do this, we strive to procure state of the art copiers and well trained on-site technical support. Our goal is to keep the College's departmental copy machines running at optimum quality and reliability, and to help department staff produce the best documents possible.

Program Administration:
Purchasing and Materials Management administers all phases of the Departmental Copier Program, including equipment specification, budgeting, procurement, payment and ongoing customer support. Equipment is currently leased from Xerox on a five year basis under terms and conditions negotiated in the Massachusetts Higher Education Consortium contract. Departmental Copier Program Administrator: Dennis Koontz, Purchasing and Materials Management, Ext. 6037.

Xerox Docucare:
Customer support for the Departmental Copier Program is provided through a contract with Xerox, known as Xerox Docucare. For assistance, please call ext. 2679 (or ext. COPY) to reach the Xerox Docucare Associate. Please leave a mesasage, as the associate is in the field visiting departments most of the time! You should get a return call within an hour. Please call any time you have an issue with the copier, even if you think you have corrected the situtation yourself. Salem State's Xerox Docucare Associate: Mike Todisco ext. 2679.

Xerox Docucare support at Salem State College provides the following services: Responds to all service calls placed at ext. 2679 . Makes minor repairs, coordinates all needed special repair service with Xerox service staff . Visits machines around campus on daily rounds. Coordinates supply ordering and delivery. Answers questions about machines, provides basic training on copier usage.

Hours of Operation for Xerox Docucare Customer Support:
Monday through Friday 8:00 A.M to 4:30 P.M.
Xerox Copier Supplies:
Supplies for copiers are included in our contract at no additional cost to the departments! We do need your assistance to request supplies. Most customers have received a customized Excel template for ordering Xerox supplies for the Xerox copier in their department. You may know it as the PSTD or Parts Supply Transaction Document. When supplies are needed, the PSTD is emailed to xerox@salemstate.edu. The Xerox Docucare Associate will review the PSTD, order the supplies, and facilitate delivery and installation when the supplies arrive. If you have any questions about this item, please contact the Xerox Docucare Associate or Dennis Koontz, Materials Management at x6037.

Coin Operated Copier & Library Printing Program

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