FACULTY & STAFF RESOURCES


Need Items for Class?

Regularly Stocked Items

  • We try to keep as much inventory as we can depending on the average sales that we have per semester. If you are planning to require or recommend a particular material for your class, please give us at least 2 weeks notice (the more time the better) so that we can make sure your class is prepared.
  • You can use the following email template to make requests for a large amount of materials:
  • Email for material needs should include:
  • # of customers
  • # items
  • products requested (as listed in our catalog if possible)
  • time requested for pickup

Course-Specific Items

  • If there are items that we only stock specifically for your class you must request them at least a month before the start of the semester for them to arrive in time for the start of classes.
  • All items that are requested for a specific course or department that are not regularly being purchased within the Fiscal Year will need to be repurchased by the department in the following fiscal year. Please request quantities that are reasonably expected to sell.

Requesting New Items

Faculty may request new items by filling out our NEW MATERIAL REQUEST FORM

We prioritize selling items that are:

  1. directly related to the curriculum
  2. difficult to transport in the loop
  3. directly related to the safety or operation of another item/equipment on campus.

If you request a certain quantity of an item for your class, please note that at the end of the semester, the cost of any leftover products will be billed to your department. To avoid this, be sure to only request items you know your students will be using.

Before you begin:

  1. Please check the current Material Source Catalog for identical or similar products before submitting.
  2. Timelines for review and implementation will vary and will be established upon review of the request. New products will most likely be added to inventory at the beginning of a semester and stock dates are always subject to vendor turnaround times.
  3. Considerations when evaluating requests: expected use, safety concerns, space availability, cost-effectiveness, delivery/receiving requirements, and packaging needs

Journal Transfer Requests

DEPARTMENTAL FUND MATERIAL REQUEST FORM (JOURNAL TRANSFER REQUEST FORM)

  • This form is only for the use of department funds to make material purchases. You may not use this form if you are using personal funds.
  • In other words, this form is for the request of payment for materials from SAIC Material Source without the use of an ARTICard but instead using direct funds from a department within the School or the Museum.
  • We ask that if you can use ARTIStaff (via an ARTICard or white department card) you do so instead as Journal Transfers take a longer time to process.
  • DO NOT USE THIS FORM IF YOU DO NOT HAVE ACCESS TO DEPARTMENT FUNDS. Your request will not be processed without approval.
  • All required information is used by Material Source to submit your request to SAIC’s Fiscal Office.
  • Requests must be filled out at least seven days before materials are needed. We cannot accommodate same-day requests.

Use this form if you:

  1. Have approval from the department that is funding this transaction to use these funds.
  2. Are unable to purchase products directly with an ARTICard from Material Source centers.
  3. Request that SAIC Material Source transfer funds to you on your behalf.
  4. Agree to the policies listed before submission

Using ARTIStaff

  • ARTIStaff purchases are tax-exempt and all tax will be removed at the time of the sale. If you are unsure of your department’s policies on ARTIStaff purchases, please consult your department head.
  • Many faculty & staff members across campus have access to ARTIStaff funds, which allow them to make purchases at Material Source using department funds instead of personal (ARTICash).
  • When making purchases, please specify to the student worker whether you will be using ARTICash or ARTIStaff, as that determines how they will ring up the sale. Just like all other purchases, the student worker will need your physical ID card or a white department card to complete the sale.
  • ARTIStaff is exclusively reserved for teaching materials. If a faculty member wishes to make purchases through Material Source for personal use, they must use ARTICash and tax will be added.