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Print Equipment and Related Software

Category: Operations
Number: OPS-090-005
Audience: All University employees
Issued: April 24, 2002
Revised: August 13, 2018
Owner(s): AVP (Information Services)
Approved by: VP (Administration)
Contact: Associate Vice-President (Information Services) - 306-585-5646

Introduction

Printing Services is required to establish and maintain an effective University print environment that produces high quality print products at the lowest overall environmental and financial cost. This is best accomplished by the appropriate deployment within the University of a best of class technological print environment.

The Information Services Department is also responsible for maintaining the security and integrity of the University Computer and Network Systems.  As such, we have established standards for the utilization of specific University Print Equipment in the University Computer and Network Systems.  Use of non-standard Print Equipment jeopardizes the integrity of security on the University Computer and Network Systems.

Printing Services is required to establish and maintain an effective University print environment that produces high quality print products at the lowest overall environmental and financial cost. This is best accomplished by the appropriate deployment within the University of a best of class technological print environment.

The University strategic plan has as one focus environmental responsibility and sustainability. Through adherence with this policy the University can reduce its environmental impact by a reduction in volume of printed materials and a reduction in equipment and supplies consumed. This in turn will save trees and reduce the disposal impact of the University at our landfill.

Printing Services is required to establish and maintain an effective University print environment that produces high quality print products at the lowest overall environmental and financial cost. This is best accomplished by the appropriate deployment within the University of a best of class technological print environment.

The University strategic plan has as one focus environmental responsibility and sustainability. Through adherence with this policy the University can reduce its environmental impact by a reduction in volume of printed materials and a reduction in equipment and supplies consumed. This in turn will save trees and reduce the disposal impact of the University at our landfill.

Policy

Printing Services and Supply Management Services shall review and evaluate all requests for the acquisition of new or replacement University Print Equipment and Related Software. Requests, reviews, and approvals shall follow the documented procedures for acquisition and placement of University Print Equipment and Related Software as established and amended by Printing Services.

All requests for installation and deployment of Print Equipment within the University Computer and Network Systems, whether connected to the University Network or a University Evergreen Workstation, shall be reviewed and approved by Information Services for compliance.  The connection of personally owned unauthorized Print Equipment to the on campus University Computer and Network Systems is not permitted.

Roles and Responsibilities

Printing Services

  • will develop, implement, and manage the procedures for review, acquisition and deployment of University Print Equipment and Related Software.
  • will establish a supported devices list from which all hardware will be chosen.  Each device will be configured with a standard list of features and functionality to meet the requirements of the majority of end users.  Should a department require functionality or features beyond this base configuration, it will be the financial responsibility of the requesting department.

Supply Management Services

  • shall work with Printing Services to ensure all University Print Equipment and Related Software is appropriately evaluated prior to issuing a purchase order.

Unit Managers

  • are responsible for compliance with the established Printing Services procedures for request, review and acquisition of University Print Equipment and Related Software within their respective Unit.
  • are responsible for ensuring that unauthorized personally owned Print Equipment is not connected to University Computer or Network Systems

Consequences for Noncompliance

Employees who obtain University Print Equipment or Related Software in a manner other than that outlined in this policy will not be allowed to use University funds to make the purchase, and will not be allowed to connect to the University Computer or Network Systems.

Employees who bring personal Print Equipment on campus will be asked to remove them immediately.  Anyone attempting to connect a non-approved device to the University Computer or Network Systems will have their network access suspended immediately for network security reasons, with no restoration of network privileges until that device has been removed from campus.

Processes

Requests for Printers and Related Software

  1. All requests for new or replacement University Print Environment Equipment or related software shall be submitted to the Information Technology Support Centre (ITSC) using the online Request for Print Device found at www.uregina.ca/is/forms/print.html.  
  2. Questions or advice on completion of the form can be directed to the ITSC.

Approval of Requests and Deployment

  1. Printing Services shall review all submitted requests and either approve the request or, in discussion with the requestor, identify and provide an appropriate existing University Print Equipment alternative that meets or exceeds the quality and cost demands of the originating requestor or the University.
  2. Requests approved by Printing Services for new or replacement University Print Equipment will be forwarded to Supply Management Services for acquisition from the Vendor in compliance with policies GOV-010-035 Purchasing Goods and Services and OPS-020-010 Purchasing Cards.
  3. Requests for installation of personally owned Print Equipment shall be submitted to Information Services for a complete review of security implications or hardware conflicts to the University Computer and Network Systems prior to installation.

Method of Payment

  1. New University Print Equipment or software will be charged to the end user on a per copy lease. All per copy leases will be placed with the Vendor.
  2. In certain cases, outright purchases of the devices may be permitted.

Delivery and Installation

  1. All delivery and installation shall be coordinated between the requesting Unit, Printing Services and the Vendor. A unique device number will be assigned by Printing Services to ensure proper tracking and billing.

Repair and Maintenance

  1. Units shall place requests for repair and maintenance with the ITSC who will record a work ticket and immediately notify Printing Services and, as appropriate based on the support process, notify the Information Services technician or Vendor support of the request.
  2. The service response expectation will be negotiated with the Vendor as part of the RFP process and subsequent contract review process. The expected response times and amendments will be published to the University by Printing Services.
  3. The Vendor will close the ticket when service has been completed and it is the responsibility of the Unit to notify ITSC of any concerns with respect to completed work tickets for repair or maintenance. ITSC shall immediately update the closed work ticket and notify Printing Services of any identified issues. Printing Services will address all such issues with the Vendor on behalf of the University and the Unit. University Print Equipment provided under this program will not be charged a fee for repair or maintenance.  Where the print equipment has been purchased outside the program and is deemed “unsupported” by IS, repair service will not be provided by Information Services except as provided by OPS-080-015 Supported Software, Hardware and Related Products.

Requests for Paper, Toner and Other Consumables

  1. All orders for paper, toner, or other consumables shall be placed with the ITSC, either by phone, email or online at http://www.uregina.ca/is/forms/ticket.html. Units will be required to provide the unique identification number and the current meter reading for the University Print Equipment. ITSC will immediately create a work ticket and notify Printing Services to fill the order. Once the order is filled Printing Services will close the order for billing.
  2. Toner and paper will be charged monthly to each unit based on the agreed payment methodology for the University Print Equipment as arrived at by the Unit and Printing Services. These costs are included in the cost per copy rate charged to each department. 

Device Lifecycle, Cancellation, and Removal

  1. The normal life cycle of University Print Equipment shall be five years unless otherwise extended on the agreement of Printing Services and the Unit.
  2. All University owned print equipment set for disposal shall be dealt with following the salvage policy established by Supply Management Services.  All leased University Print Equipment (including cost per copy devices) shall be returned to the Vendor as per contractual agreements.
  3. Where a Unit no longer requires the University Print Equipment, regardless of reason, and that University Print Equipment has not reached its end of life, Printing Services shall first seek an appropriate alternative location of use for the asset. If no such location can be identified, the unit may be charged any remaining lease costs or commitments owing on the University Print Equipment to the Vendor.

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