Due to potential safety and structural integrity issues, internal banners must receive prior written approval from Theresa Thompson in the University Architect's Office.
External Banners
Due to potential safety and structural integrity issues, external banners must receive prior written approval from Mia Williams in the University Architect's Office.
Indiana University External Banner Specifications
The acquisition of all banners will occur through the Purchasing Department.
The installation, maintenance and removal of banners will occur through Campus Division on the Bloomington Campus.
Banners may be displayed on street side gooseneck light poles of 20' height minimum. Banners may also be displayed on standard walkway lights with 14' height minimum.
There are three formats for banners and hardware based on size of poles:
Large Format: for standard 30' light poles
Banner width - 30"
Banner Height - 78"
Bottom Bracket Min. Height Above Grade - 14'
Medium format: for 20' - 25' light poles
Banner width - 18"
Banner Height - 48"
Bottom Bracket Min. Height Above Grade - 10'
Small Format: for 14' - 20' light poles
Banner width - 18"
Banner Height - 42"
Bottom Bracket Min. Height Above Grade - 10'
Banner Material: 15 oz. Minimum, Block-Out (or Opaque), Rip-Stop Vinyl.
Banners can be silk-screened or use vinyl cut letters or both
Standardize - 3" or 4" pole pockets - Heavy Duty Stitching or Welded.
Wind Pockets - A 4" for each square foot of banner.
All hardware should be banded to poles with 3/4" aluminum banding specifically designed for attaching street signs. Hardware should require two bands to secure brackets. No radiator hose clamps are permitted.
Banner arms shall have a flange or clip on the outside end to prevent banners from sliding off the arm. No grommet and/or tie-straps are permitted.
Once the form is submitted, it is automatically forwarded to Karin Coopersmith, Assistant Director of Procurement and Christine Gordy, UAO Interiors.
Karin and Christine determine the appropriate vendor based on existing building, department standards or specific needs (within a day or two).
The request for design service is forwarded to the appropriate vendor.
The vendor contacts the departmental contact within two days to set up a mutually agreeable meeting time.
Meeting and Specifying
The vendor interviews the parties in need of furniture and takes the needed field measurements.
The vendor sends a brief description of the the project scope to Christine Gordy.
Christine reviews the scope for appropriateness based on projected budget, etc (within 24 hours).
The vendor prepares a preliminary drawing.
The drawing is sent to Christine Gordy for review — does the drawing meet OSHA, fire, electrical and ADA codes?
If approved, the vendor then reviews the drawing with the departmental contact.
If the drawing meets your approval, the vendor prepares a quotation.
If the drawing needs adjustments the vendor will make up to two adjusted drawings at no charge to your department.
Placing the Order
Once the drawings have been approved by the department requesting the design services and the final quotations have been received, the department will need to prepare a requisition.
Please forward the final quotation to purchasing.
The department contact , Christine and the vendor will receive a final checklist for this project.
Be sure to initial and return the checklist as soon as possible as purchasing will NOT complete the purchase order without this document in hand.
Completing Your Order
The vendor will contact the department to determine delivery date(s).
The department is responsible for having the existing furniture and contents moved prior to delivery of new furniture.
Upon installation, the department is responsible for checking all product for any damage or defects.
If any damage or defects are noticed by the department indicate the damage on the delivery document and sign for the project.
These punch list items should be rectified in a reasonable time — 2-4 weeks unless a custom item has to be remanufactured.
Upon completion of the project the department should sign off on the project for payment.
Items to Keep in Mind
Do not be afraid to ask the vendor questions about the drawings since they represent the product that will be received.
The vendor will provide approximate delivery dates for the furniture — these are based on the date the order is in their hands—remember all steps must be followed before the order is sent to the vendor.
Do not be afraid to ask purchasing questions about the process — we are here to assist in any way possible.
Remember that once the order has been placed, furniture is NOT returnable. It is imperative that these steps are followed to assure accuracy and prompt service.
IUB Surplus Stores is pleased to announce a cooperative arrangement with IUPUI Surplus Property to provide secure hard drive destruction services when it is impossible to wipe the hard drives to Department of Defense (DoD) standards.
As per Indiana University Purchasing Policy 14.1, departments are individually responsible for insuring that no sensitive or confidential data can be recovered from their computers prior to sending the computer to IUB Surplus Stores. For the past several years IUB Surplus Stores has taken the additional initiative to wipe every hard drive received to the latest Department of Defense (DoD) standards. The IUB Surplus Stores wiping process has been approved by both the Information Technology Security Office and Internal Audit. The vast majority of computer hard drives can be and have been successfully wiped to DoD standards.
Occasionally a few hard drives are unable to be wiped due to damage, obsolescence, or other factors. In those occasions, IUB Surplus Stores has removed the hard drive and stored it securely. The new destruction service process mentioned earlier involves IUB Surplus Stores boxing the hard drives needing destruction and hauling them with an IUB truck and driver to IUPUI Surplus Property. The hard drives are then counted, inventoried by serial number, and securely stored at IUPUI Surplus Property. On a regular basis, the hard drives are picked up by Dell Computer Asset Recovery Services, shredded, and a certificate of destruction is issued by Dell to IUPUI attesting to the destruction of the noted serial numbers. IUPUI Surplus Property will then provide a copy of the certificate of destruction and serial numbers to IUB Surplus Stores for us to maintain on file. IUB Surplus Stores will absorb the costs for hard drive destruction for those hard drives unable to be successfully wiped provided the computer system contained a hard drive when it was received. Departments are strongly encouraged to leave hard drives intact when the computer is sent to IUB Surplus Stores.
Departments that decide to remove their hard drives prior to sending the computers to IUB Surplus Stores will be responsible for paying the cost of the hard drive destruction service. Departments will need to box the hard drives, clearly label the boxes, and provide an account number for IUB Surplus Stores to charge. The cost for this service is $4.00 per hard drive. The reason for this charge is that IUB Surplus Stores, as a self-supporting auxiliary, receives the majority of its revenue from the sale of used computer systems. In order to sell a used computer system it is necessary that the computer have a working hard drive. There is virtually no market for computers without hard drives. In fact, it may even be necessary to pay a recycling company just to dispose of computers without hard drives.
Charge Rates for Hard Drive Destruction
In a personal computer – No Charge
Removed from a personal computer: packaged and labeled in a box – $4.00 per hard drive
The use of outside professional media consultants is not an unacceptable practice; however guidelines for the selection process have been developed to assist in the procurement. This will ensure compliance with the intent of Indiana University purchasing policies and procedures is adhered to. The following guidelines for all requests for professional media consultants, media design services, video, and printed materials has been developed for your convenience and adherence to.
It is recommended that you work with Purchasing Services to solicit formal quotations.
If a formal process for seeking the professional services of a consultant designer/printer is not initiated through Purchasing Services (i.e., Request for Quotation--the preferred, but not required, process), then you are expected to keep a list of the vendors you contact, including the company’s name, the contact person, phone number, and any other notes. This information is then to be sent as supporting documentation with your requisition.
Requisitions should include the following elements:
The specific scope of work to be performed (this may be as simple as a reference to: “1998 annual report; see 1997 report with changes”).
Notation of any specific time lines, i.e., deadlines to be met.
Total estimated cost of project.
If quotations were solicited by your department, these should be in the form of a formal quotation on company letterhead. Quotations should be clear, concise, and address your written criteria. Verbal quotes on smaller projects are acceptable. Smaller projects are defined as any order under $2,500. Quotes should itemize costs, i.e., the cost of design services, film, printed material, delivery, mailing, etc.
If you solicited quotes on your own, have selected a vendor, and are not recommending in writing the low bid, you will need to justify your selection criteria Purchase requisitions should be submitted to Purchasing Services prior to any contracting and starting of your project. Include accompanying paperwork (referenced in paragraphs 2 and 4 above) supporting your project. Do not send an invoice with the requisition.
The practice of forwarding Disbursement Vouchers for these types of services is not acceptable. Disbursement Vouchers were not intended for this type of use. Please refer to Disbursement Voucher guidelines. URL for DVs.
Questions can be directed to Tally Thrasher 317-274-7404 or
Indiana University at times contributes to the relocation costs of faculty or staff members. The budget for these expenses are determined by the hiring department. If the moving fees exceed the budget, the individual is responsible for the balance which is due to the moving company when the household is delivered. Payment can only be made by cashier's check or credit card.
To initiate this process either the individual or the hiring department needs to fill out the form Moving Request for Contractors.
Once the quotes have been received the person who is relocating needs to:
Forward a copy of the quotation to the department that has agreed to pay for some or all of the expenses. Note: Do not share the rates with other moving companies. If anyone has questions about the rates or the pricing agreements please have them contact Tom Ellis 812-855-9952.
Select a company. Price may not be the determining factor, the availability of the company and the relocator's schedule may be considered.
Once the department has been informed which moving company has been chosen, the department needs to:
Submit an Indiana University requisition with the following information:
The moving company's name
The quote number and amount
Relocator's name and phone number
Originating and destination cities
Date of the move
The department's dollar limit
Send a copy of all the quotes to purchasing
Purchasing will create the purchase order and fax it to the moving company.
NOTE: Moving expenses that are paid by the University for an individual will be reported to the IRS as income and will appear on their W-2. A worksheet that breakdowns the moving expenses and a booklet with instructions on how to file this income will also be sent to the individual. Special arrangements need to be made if the move occurs in one year and the payments is made in the next year. Please contact Sandy Lottes Boruff, Indiana University, Financial Management Support, Tax/Retirement Benefits Associate at (812) 855-6894 for instructions.
The amount of Indiana University's contribution is determined when the job is offered by the department. The hiring department must follow the State of Indiana and Indiana University's policies and regulations which limit $10,000.00 of state funds for relocation costs. If the department wishes to exceed this amount by using external funds contact Rozzie Gerstman, Indiana University, Office of the Vice President for Academic Affairs, Bryan Hall 100, (812) 855-1123
Even if an IU faculty or staff (newly hired as well as retiring or departing faculty or staff) and students (entering and departing) are paying the entire cost for relocation, they are still eligible to use Indiana University's discounts with:
Payment is made when the household has been delivered by cash, cashier's check or credit card.
To initiate this process either the individual or the hiring department need to fill out a Request for Quotation.
Once the quotes have been received the person who is relocating needs to select a company.
Note: Do not share the rates with other moving companies. If anyone has questions about the rates or the pricing agreements please have them contact Tom Ellis 812-855-9952.
If questions or problems arise during relocation, please contact the company.
Discuss with your department the relocation of office/research equipment to an IU address. They will set the budget.
If the department is covering the costs of the office relocation, and a portion or part of your household move, you will need two (2) copies of the quote. Be sure to request that the moving companies prepare a separate estimate for each move, one for the household and one for the office relocation - so that tax records will be accurate. You can receive quotes by filling out the Request for Quotation page.
The household and office payments will be made through a single IU purchase order.
After you communicate your moving company selection to your department contact person, your department will initiate a requisition containing the following information:
Name of selected company
One line item with the Estimate/Survey number and dollar total for the household move with object code 5070
A second line item with the Estimate/Survey number and dollar total for the office relocation with the object code 5027
Employee name and phone number
Origin and Destination Cities
Date of Move
Dollar limit (e.g. up to $x - the actual cost of the relocation will vary from the estimate depending on the actual weight and number of boxes, etc.)
Fax all estimates to Purchasing, 812-855-7839
Purchasing will create the purchase order and fax it to the company.
