JCU Library Experience Procedures

FINDING ITEMS AND PRODUCT CODES

• Go to the COS website https://www.cos.net.au/
• This website does not show pricing as it needs a login (ED Admin (edadmin@jcu.edu.au) has this).
• Search for the item/s you require to be ordered
• COS is the preferred supplier. If the items are not available from COS, it is preferable to use companies that are Australian (or at least reputable) and can deliver 

ADDING ITEMS TO THE STATIONERY ORDER

• Open the current stationery order spreadsheet which can be found at: Teams → LIS Library Wide → Systems and Equipment→  Stationery, Postage & Other Supplies → [20YY] Stationery Orders
• Select the current month’s tab, to keep each order separate
• Copy the item details from the COS website; item title, URL, Supplier and product code (found in the URL for COS) into the stationery template

• Fill out the remaining details; Date, Qty, Requested by and any additional notes

SENDING THE STATIONERY ORDER

• Stationery orders should be reviewed and placed each month by a permanent staff member
• Send the stationery order spreadsheet as an attachment to ED Admin on the last business day of the month. 
• (ED Admin (edadmin@jcu.edu.au) will place the order as soon as she is able to. If the order contains something needed urgently, please specify this and they will prioritize placing the order.
• ED Admin will send an email confirming she has placed the order and if there are any changes to the the QTY ordered. This will automatically fill the column Order Status to Pending 

RECEIVING THE STATIONERY ORDER

• The COS delivery will be placed in the mail room with the invoices
• Open the box and check off each item on the invoice to show we have received it. Let ED Admin know of any discrepancies.
• Update the stationery order spreadsheet with the QTY received. 
  • Order status will update as needed automatically. 
    • If QTY Ordered and QTY received match = Complete
    • If QTY Ordered and QTY received don't match = Incomplete for items still coming (Note it in the Notes column if a portion of the QTY has arrived but, we are still waiting on more stock)

• Scan and send a copy of the packing slip/ Invoice to Jodi via email to confirm everything has arrived. 
• Leave items addressed to specific staff members in the dispatch area, away from the outgoing mail spot on the bench. Notify other library staff that things ordered for them or with ATTN TO that staff member on the delivery note have arrived and are in the mail room.
  • Generally COS orders will be general library supplies (staples, post-it notes, sticky tape etc.) which should be placed in the stationery cupboard if they are not for specific team members. 

Formulae

Conditional formatting rules: 

Library Experience Librarians will monitor the filament levels once a month, mark what needs to be reordered on the sheet below (also in the Library Help cupboard) and order as needed.

• Check with other campus if they need filament to be ordered as well
• Look on InkStation or Rising Sun FPV for what colour needs to be ordered. Liaise with other campus if they need anything ordered
• Email ED Admin (edadmin@jcu.edu.au) and cc Team Leader (Rachael McGarvey (Rachael.McGarvey@jcu.edu.au) or Mark Collins (mark.collins2@jcu.edu.au)) with how many rolls of filament and in what colour e.g.

Please note that Glow in the Dark filament is not available at Inkstation and will need to be purchased at another vendor when needed. e.g. Jaycar. 

• She will confirm when the order has been made.
• Reply to that email with a scanned copy of the packing receipt when it arrives.

Ordering Other 3D printer resources e.g. parts: 

• Talk to Rachael before contacting Rising Sun FPV for purchasing 3D printing parts or repairing of extruders, make sure that you cc ED Admin (edadmin@jcu.edu.au) and Rachael McGarvey (Rachael.McGarvey@jcu.edu.au) into any email that you send so that they know what is happening.