Office of Technology

Print Management for Computer Labs Policy

Policy: Effective Spring 2012 semester, Lewis University students will be allocated up to $35 of free printing in the computer labs during each semester they are registered for classes. A student’s account will be debited $.10 for each black and white printed copy and $.25 for each color printed copy. Unused allocations cannot be carried forward to the next semester and are non-refundable. If a student requires more than their free print allocation during one semester, the student can electronically add value to his/her account via a personal credit card. Students, guests, alumnae and other Lewis University community members can also purchase value to print at a bill and coin machine located in the Romeoville campus Library. Unused purchased value at the end of each semester will be carried to the following semester and will be debited after the $35 free allocation. Unused purchased value is non-refundable.

Objective
The volume of material printed on printers in the public Lewis University labs is continuing to rise dramatically. This policy is environmentally sound and fiscally responsible without restricting legitimate academic needs.

History
During the last several semesters, the Office of Technology has collaborated with colleges, departments and private vendors to minimize the cost of printing at the University. The warm reception to this endeavor by all members of the community has been encouraging and effective. Through technology upgrades, software and hardware implementations, education and general behavior modifications, we have accomplished great strides.

Upgrading legacy printers with new energy efficient and cost effective equipment has decreased the cost of printing while increasing the quality of service. By providing more reliable equipment, we have experienced less down time related to repairs. This is not only more convenient for our users but is also cost effective by eliminating expensive repair charges.

Additional efforts were made in the Library by purchasing duplex attachments for the new printers. The duplex attachments allow the printers to print on both sides of the paper resulting in a decrease in paper usage. The response by students, faculty and staff has been positive and we anticipate providing this feature in other locations on campus. Faculty should encourage students to submit assignments electronically or accept written assignments using 2-sided printing as part of this green initiative.

The above hardware upgrades have been important to the success of print reduction on campus. However, it is not the only criteria to its success. Ultimately, personal awareness and behavior towards “green” initiatives is the best measure to ensure the success of such a program. To encourage the Lewis community to meet print reduction challenges, we have installed software and hardware to help reduce printing in the Library, College of Business, College of Nursing and Aviation public computer labs. A server running print management software along with print release stations were installed in the above locations during summer 2009. Print jobs are sent to the print server instead of directly to the printers. This allows users to give final printing authorization by releasing their needed jobs at the print release stations. Jobs that are not needed and not released by the user are automatically cancelled after 8 hours. Over the last 20 months, a significant amount of jobs were purged resulting in toner and paper savings as well as decreasing wear and tear on printers.

Unfortunately, even with all of the above changes, we continue to experience excessive printing in the public labs by some individuals. With unlimited printing, some users abuse the privilege and give no or little thought to paper/toner costs and environmental impact.

Rationale
Users often print documents that they could simply read online or print an entire web document, when they only need a small portion of that document in a printed format. By doing so, the students deprive other students of access to printing resources as well generate wasteful spending of paper and toner. Most colleges and universities are faced with the same dilemma and also have resorted to charging students for printing.

Method

  • Pay-for-print quota software will monitor printing in all University labs.
  • The pay-for-print system will display the user’s print status every time they send a document to the print server for printing.
  • Students will be allocated up to $35 of free printing in the computer labs during each semester they are registered for classes. This balance will not carry over to the following semester. The student accounts will be reset to $35 at the start of the Fall, Spring and Summer semesters.
  • Student accounts will be debited $.10 per black and white copy and $.25 per color copy printed in all University labs.
  • The $35 allocation is an allowance, not a value. The allowance is non-refundable if not expended in part or whole.
  • Students can electronically add value to their account via a personal credit card.
  • Faculty and staff are instructed to use departmental printers or FedEx/Kinko’s to print University materials. Faculty and staff printing of work-related material to public printers will also be subject to a $35 allocation.
  • Guests, alumnae and Lewis University community members will purchase value to print at a bill and coin machine located in the Library lab at Romeoville campus.
  • Students are responsible for contacting the Help Desk to appeal for reimbursement to their account due to a printing problem beyond their control. Upon receiving a reimbursement request, the Help Desk will create an incident and receive approval from the Director of Instructional Technology & End User services to reimburse the student’s account accordingly.

Data
Below are user printing statistics gathered over the last 2 academic years. It is a representation of faculty, staff and students who printed more than 350 pages during one semester in Lewis University public labs at Main campus.

Public Lab Printing Statistics
Semester # of users who printed over 350 pages Total # of users who generated print jobs % of users who generated print jobs totaling more than 350 pages
Fall 2009 614 3779 16%
Spring 2010 676 3550 19%
Fall 2010 796 3934 20%
Spring 2011 (To 3/31/11) 458 3499 13%

Collection of Monies
The collection of monies at the cash and coin station(s) will be the responsibility of the Business Office. The collection of funds charged online via credit cards will be deposited into a print account as determined by the Business Office. All monies will be deposited into a general Lewis University print account.