Department

Library Administration

Purpose

Procedure for coordinating the binding of the Torch student newspaper

Overview

The Torch student newspaper has Torch articles that need to be bound after the end of the AY. 

Required Knowledge/Skills

Knowledge of HF Group Bindery system

Safety Issues/Precautions

n/a

Equipment/Supplies

Computer, access to HF Group Bindery system

Procedure

1) The Torch’s student editor (in the past, the faculty advisor), will contact the
Library Administrative Assistant Detra Becker (Detra.Becker@valpo.edu) with the
volume count and coordinate a time to deliver the Torch’s volumes to the
Library’s Technical Services department. The administrative assistant will keep
Technical Services informed throughout the process.

Note: Spring Torches (last week of April included) are due into Technical
Services by the first week of May. Technical Services will send the Torches to the bindery on July 1st.

2) Technical Services will enter the Torch volume information into the HF Group
Bindery system. This will generate a lot number which will be printed on the HF
Group invoice. This lot number distinguishes the Torch order from the
Christopher Center Library’s general HF Group Bindery’s invoice order.

3) Once the Library’s Administrative Assistant receives the HF Group Bindery
invoice for the Torch, the invoice will be sent to the Student
Engagement and Fiscal Operations Administrative Assistant. The adminstrative assistant

will now have information to enter into the Presence Financial system on behalf of the student organization.

The Library will not be placing this charge on their HF Group blanket. Torch-bound volumes must be paid

to the HF Group in advance before being allowed to be picked up from the Library. The Library Administrative Assistant

can run Colleague reports determining whether or not the invoice has been paid.

4) The process is now complete.