Central Office Policies & Procedures
Copying
Electronic Letterhead
Facilities Management
Faxing
Mailing
Ordering Keys
TXT-U Emergency Notification
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Update or Submit your information to the Central Office
Copying & Use of Duplication Equipment in Room N206
Research grants: Each PI is required to have a copy code to use the copy machines in N206 Elliott Hall. Each PI will be assigned one copy code, personalized for their use. The PI, then, can decide whether that code should be shared among the grant's Co-PIs, GRAs, and UGRAs. Refer those (Co-PIs, GRAs, and UGRAs) in need of new codes to the Central Office.
Courses: As with research grants, each course is required to have a copy code. Courses that recur throughout an academic year will be assigned new codes every semester. And, like the copy codes for research grants, only course instructors will be given a code initially. If an instructor wants his/her TA to have a personalized code, needs to contact the Central Office.The copy room (N206) is open during Central Office hours (8:00 a.m. to 4:30 p.m.). Central Office staff will lock the door to N206 at 4:30 p.m. However, the room can still be accessed after hours (with your copy key).
Electronic Letterhead
The Department of Psychology now has letterhead available in electronic form. The letterhead is black & white and must be used for electronic purposes only. Electronic letterhead in color is not provided as an option for the University. Upon request, you may obtain the file - which will be e-mailed to you as an attachment - from the Central Office.
Facilities Management Problems During Business Hours:
Any Facilities Management problems in Elliott Hall (i.e., plumbing leaks, falling ceiling tiles, vermin problems, too hot, too cold, etc.) should be reported to the Central Office, N218 Elliott, 5-2818. A Facilities Management Service Request will be submitted right away. It is important that your concerns be reported in a timely manner.
After Business Hours and On Weekends: After business hours building problems or emergencies should be reported to Facilities Management, 5-0011.
Faxing Services
Incoming Faxes: There is no charge for incoming faxes.
The information received will be placed in a red envelope, which will be delivered to your mailbox.
These envelopes are for Fax use only; please return empty envelopes to N218 or place them in the return mailbox located in the second floor (Elliott Hall) mailroom.
Outgoing Faxes:
We do not send out personal faxes.
Instructions:
Completely fill out the Fax Cover Sheet, which is available above the table in N218. Place your fax in the tray on the counter in the Central Office.
Leave any special instructions by attaching a post-it note with additional information to the Fax Cover Sheet. Otherwise, the completed fax will be placed in your mailbox.
Mailing & Postage Meter Procedures
The Central Office does not handle personal mail (received from or sent using USPS, FedEx, UPS, DHL, etc.), as per University Policy: "University interoffice mail services should not be used by employees for personal mail or solicitation of funds. Sending or requesting receipt of personal mail is an example of misuse of University interoffice mail services." Since the Central Office cannot handle the sending or receiving of personal mail/packages, they will not be held responsible for them.
U.S. Mail: The U.S. Postal Service carrier picks up outgoing U.S. mail at the time they deliver the daily incoming mail (10 a.m. — 1 p.m.). However, this service is subject to change without notice and dependent upon the goodwill of the postal carrier of the day. When the mail is delivered, the Central Office staff distributes it to the second floor mailboxes. Outgoing mail already posted should be left in the labeled box under the table in the Elliott Hall second floor mailroom. Outgoing mail needing postage can be brought to the Central Office. Anyone within the department (TAs, RAs, student employees, staff, faculty, etc.) may request postage for mail, so long as the mail is department business only. To request postage for your mail, please come to the Central Office and leave your mail — with a postage sticker attached (located in the Central Office) — in the labeled bin. The postage sticker must contain the following information: Name, Budget # (to charge for postage used), and Justification.
Campus Mail: The Campus Mail carrier picks up outgoing Campus Mail at the time the daily incoming campus mail is delivered (8:30 a.m. — 9:30 a.m.). However, this service is subject to change without notice and dependent upon the goodwill of the carrier of the day. When the campus mail is delivered, the Central Office staff distributes it to the second floor mailboxes. Outgoing campus mail should be left in the labeled box under the table in the Elliott Hall second floor mailroom.
Delivery Services: Commercial delivery services (FedEx, UPS, DHL, etc.) deliver packages to the Central Office throughout the day. FedEx has a prescheduled daily pick up from the Central Office at 3:00 p.m. For sending instructions & materials, please visit the Central Office.
Ordering Keys
How to Order Keys:
To order keys (outside door, offices, and rooms) in Elliott Hall faculty, staff and students must fill out the "Key Request Form". The green form is for Faculty and Staff and the blue form is for students (grads and undergrads).
For faculty or staff these forms must be signed (authorized) by Department Chair (Gordon Legge) or Administrator (Guillermo De Paz) and Faculty or Staff member if working for one.
For students these forms must be signed (authorized) by the advisor for the student or by the supervisor of staff requesting keys and by the administrator (Guillermo De Paz). Also for students there is a $10 deposit for each key. Payable ONLY by check to the University of Minnesota. The money will be returned when keys are returned. (Ask the central office (N218) for more information on ordering keys.)
You are responsible for the return of your keys when you no longer need them. The central office controls the keys and maintains the department's keys database. There is a $50.00 charge for keys that are lost. Be sure to let someone in the central office know when you are returning keys so that you are not held responsible for paying the key charge.
If keys are not in stock, they will be ordered from the Facilities Management Key Shop. It can take up to one week to receive the key orders from the key shop. You will be notified once the keys are made.