Departmental printing, faculty and staff

There are several strategies outlined to allow departments or colleges to participate in the central quota system. If a department or faculty member has printing needs for TA's, student workers, or specific courses above what the print quota system allows, please contact: the ITaP Labs team.

Supplementing a User's Quota

Complete the form Request for Additional Print Quota. You will need a valid Departmental fund number for this quota supplement to be charged against. The tool is for supplementing individuals, not for supplementing groups or classes.

If a department or unit would like to subsidize printing for their student workers, we have the capacity to do so. In some cases, the business unit will have printers that are used for administrative purposes and will not be under the quota system. In this instance, student workers will not be charged when they print.

Quota System Participation Strategies for Departments

Print quotas are tracked and enforced in ITaP computer labs using Pharos System's Uniprint. While its implementation has helped cap costs for ITaP, it potentially increases the risk of school specific labs to be overrun with more print jobs than they can handle. Participating in the Uniprint deployment may eliminate that risk as well as more accurately track printing costs.

We have listed four (4) levels of participation that allows for flexibility while keeping control of lab printing. For simplicity, each level addresses expectations from ITaP as well as the participating school/department. It is important to note that costs associated for participation are not used for cost recovery. The goal of establishing a printing quota is to cap costs.

The following tiers are intended to allow departments or colleges to participate in the central quota system, control printing costs, and track usage.

Tier 1: Full Participation
In short, printing in labs is handled by ITaP. This option is only available to departments that have ITaP computer labs.

ITaP will bill departments in arrears on a monthly basis according to usage reports on departmental printers. Quota overages will be collected by ITaP. After six months (or agreed upon interval), the parties can review reports and recommend a different approach.

  • ITaP responsibilities: Printer procurement and support, procurement and provision of printer consumables, Uniprint administration, usage reports, paper delivery, billing.
  • Department responsibilities: Pay monthly fees according to usage reports, load printer consumables (paper and toner), correct printer jams.

Tier 2: Partial Participation
Uniprint will be used to capture printing statistics for departmental printers.

  • ITaP responsibilities: Uniprint administration, usage reports.
  • Department responsibilities: Continues to purchase, maintain and support hardware (printers), buy paper, toner through their current channels. Pay ITaP fee for administrative overhead on Uniprint. There will be no reimbursement of expenses from ITaP.

Tier 3: "No Thank You" Participation
Departments and ITaP continue to operate as they do now.

  • ITaP responsibilities: n/a
  • Department responsibilities: No change from current arrangements.

Tier 4: Buy into the contract/RFP only
A slight departure from the above "levels",  this scenario allows departments to acquire printers under the Cost-Per-Print Contract. This solution does not involve the central quota in any way, but may offer significant cost savings over current printing acquisition methods through University negotiated contracts and volume printing.

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