m.sunyocc.edu

Policy J7
Policy Name: Printer Policy
Responsibility for Maintenance: Information Technology

Date of Most Recent Changes: January 31, 2011

I. Policy Statement 

• Printers, peripherals and related supplies are purchased and owned by the College.  OCC does not support personally owned equipment, supplies or software.
• OCC’s approach to printing whenever feasible is to fully utilize a network model. Network printers are generally centrally located and employees are expected to use the network printers located within their respective physical area.
• Issues such as accessibility or printing of confidential documents should be evaluated within the department to consider what options might meet these needs. Many networked devices, including printers, copiers and multi-function units have secure printing capability. This approach should be justified mainly due to the additional cost and support for stand-alone printers.

II. Reason for Policy 

This policy is intended to represent a cost effective and sustainable approach toward campus wide printing and enable OCC to implement an annual replacement plan for printers.

III. Applicability of the Policy 

This policy applies to the networked and stand-alone printers purchased by OCC.

IV. Related Documents 

None

V. Contacts 

VI. Definitions 

Network printers: High capacity printers that handle frequent and/or large print jobs. These printers are usually centrally located in a department for use by several individuals and/or work groups. In most cases, these printers are purchased, supplied and maintained by IT. Network printers are generally replaced every 5-7 years. Departments are responsible for purchasing toner, paper and any other supplies.

Desktop printers: Low capacity desktop units generally located on an individual’s desk for use by same. The departments are responsible for purchasing desktop printers which are usually laser-jet.  The College is phasing out the use of inkjet printers.

VII. Procedures 

• IT specifies and provides a base model network printer to departments. If a department requests a different model with additional features, any additional expense must be justified and approved by the department head and the CIO.
• Specialty Network Printers - printers that vary in scope and specification from the campus base network model. These printers must be justified, budgeted and purchased by the requesting department. Examples of specialty printers are high quality color printers utilized by the graphic arts department and high volume printers utilized by the Bursars office. In the case of specialty network printers, IT is involved in assisting the department with selecting the appropriate unit.
• Purchase requests for printers must be reviewed and approved by IT.
• The Campus Duplicating Office should be considered to address high volume print needs.

  Information Technology is available to answer questions and assist in the selection of appropriate and cost effective printing solutions.

Approved by the President June 29, 2009

Updated and approved by the President January 31, 2011