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Provost and VPFA offer Printer/Copier Initiative guidance


On Monday Executive Vice President and Provost Pam Benoit and Vice President for Finance and administration Stephen Golding sent an email to all Ohio University employees offering Printer/Copier Initiative guidance.

Dear Colleagues,

The printer/copier initiative was created to leverage spending on printing and copying and to encourage a more sustainable approach to energy, toner, and paper consumption. Through an RFP process, ComDoc was selected to assist the University in developing new options for printing and copying.
 
Over the past two months conversations have taken place involving deans, University Procurement staff, and faculty leadership about how to implement the printer/copier initiative. Those discussions have resulted in the establishment of two approaches for units to use in meeting their copying and printing needs. Departments should look to their dean or vice president for direction on which option to pursue.
 
Option 1: Full Adoption of the Printer/Copier Initiative
Under this option, units will transition fully to networked printers and printer/copiers. Printer/Copiers will be multi-function devices that will permit high volume printing and copying (with the capacity for color printing and copying), as well as scanning and faxing capabilities. Printers will be networked laser printers and will be distributed in ways that will support productivity.
 
Networked laser printers may serve as desktop units in cases where an individual does not have a multi-function device within 100 feet of their workspace; possesses a physical disability; engages in the generation of a substantial amount of confidential materials relating to students and/or employees; or as authorized by a dean or vice president.
 
Departments will not incur any costs associated with the acquisition of equipment or the installation of network drops. Departments will be billed per copy. Cost per copy, which covers the cost of toner, service and support provided by ComDoc, will be $0.025 for black and white and $0.10 for color. Scanning is free of charge.
 
Option 2: Phased Transition to the Printer/Copier Initiative
Under this option, units will not enter fully into the initiative immediately.
 
Departments will be able to use all of their existing printers until they become inoperable. Units may purchase supplies and pay for service for units that they currently own with university funds. When a unit determines that a printer needs to be replaced it will work with ComDoc and University Procurement to transition to the program, which may result in the implementation of a networked laser printer or use of a centralized multi-function device.
 
In the case of large volume printer/copiers currently being leased, departments can continue to use their current equipment until the present contract expires or the machine needs to be replaced, whichever occurs first. Annual maintenance contracts for equipment owned by departments may be extended until the equipment becomes inoperable. University funds may be used to purchase supplies and pay for service for these machines.
 
When a lease that is not part of the printer/copier initiative expires, the department and its planning unit will work with University Procurement and ComDoc to determine if a cost-effective solution exists under the printer/copier initiative or if an extension of the current contract is preferable. Likewise, at the point when equipment owned by a department becomes inoperable, University Procurement and ComDoc will work with the department and planning unit to determine if a cost-effective solution exists under the printer/copier initiative or if there are other possibilities outside of the initiative that offer better pricing and alignment with sustainability goals.
 
In the case of both option 1 and option 2, the original proposal to charge a flat fee for non-networked laser printers has been eliminated. Units will be responsible for covering the costs of supplies and service of non-networked laser printers.
 
Incentive Program
Departments that adopt Option 2 can participate in an incentive program designed to accelerate their transition to the printer/copier initiative environment.
 
From now until June 30, 2012, the university will fund the acquisition of networked laser printers and the planning unit will cover the costs of installing network drops. ComDoc will service these machines and the price per page will be $0.025 for black and white and $0.10 for color. This offer gives departments the opportunity to adjust to a networked printing environment while maintaining aspects of their current approach to printing and copying.
 
These networked laser printers may serve as desktop units in cases where an individual does not have a multi-function device within 100 feet of their workspace; possesses a physical disability; engages in the generation of a substantial amount of confidential materials relating to students and/or employees; or as authorized by a dean or vice president.
 
If your department is interested in participating in this incentive program, please contact your budget unit manager. Budget unit managers will receive an order form to distribute to their departments and schools as needed.
 
We want to thank the deans, University Procurement staff, and faculty leaders for helping us to work through a number of printing and copying issues. In offering this modified implementation approach to the printer/copier initiative we recognize that we have not addressed all of the concerns raised by members of the university community. However, we hope that we have found some common ground that will help us achieve savings and promote sustainability.
Sincerely,
 
Pam Benoit
Executive Vice President and Provost
 
Stephen Golding
Vice President for Finance and Administration