FAQ

Campus Print Quota Implementation FAQ

 PROGRAM GOAL

Q: What is the goal of the printing program? A: We are trying to enhance Clemson's environmental stewardship, save money, and minimize the impact on the campus community.

 STUDENT IMPACT

Q: Could unused pages roll over to the next semester? The next year? A: No. At this time, we are not considering roll overs.  We will assess at the end of one year and address any changes.

Q: Will there be double-sided printing? A: Yes, it is our intent to enable two-sided print as soon as possible.

Q: Will cover pages be eliminated? A: Yes, once release station printing is in place there will be no need for cover pages.

Q: Did we consider unlimited printing?  How much would it be? A: No, at this point we are not considering that option.

Q: Would there be different quotas for students that are also employees? A: Student materials should be printed on the student ID/platform.  Employee printing should be completed with the employee ID.

Q: Would there be different quotas for various organizational leaders? A: Not at this time.  It may make sense if a model were developed that could be implemented and efficiently managed.

Q: Will there be quotas for student groups?  A: Recognized student groups on campus may apply for "operational funds" directly from Student Government.  If approved, Student Government can issue a request to ithelp@clemson.edu for a Student Group Quota Card.  This card will be issued to, and be the responsibility of,  the Student Group's President.  

Q: Is there an exception to the plotting quota for Architecture? A: No, with discussion with the Architecuture Administration, they will focus on teaching more cost effective means for plotting instead of allowing exceptions.

Q: Is there a possible exception to the 350-page limit for Nursing?  A: We have gathered the print volume data and it doesn't suggest that Nursing has unique requirements.

Q: Will there be any exceptions to the protocol/quota?  A: Exceptions will need to be discussed on a case by case basis.  All possible exceptions must be supported with data. 

Q: What kind of printing issues must occur to get prints credited back to my account?  A: Printer errors and jams: Printing errors and jams do occur and any loss of print pages due to such problems will be credited back to your account.  If output is damaged by the printer, users must email ithelp@clemson.edu with the time and location of the damaged print.  Credit requests must be submitted within seven days of the initial printing problem to be eligible to receive credit.

Printing errors attributed to the user will NOT be credited. Some of these errors include:

  • Printing to the wrong printer
  • Printing on the wrong paper size
  • Not picking up job from printer
  • Printing wrong document
  • Printing with the wrong orientation (landscape vs. portrait)
  • Multiple copies of the same document (when only one was desired)
  • Failure to logoff and another student uses your account
  • Print jobs delayed several minutes due to heavy user load
  • Print jobs that are lost or thrown away

Q: What is the timeline for student quota implementation?  A: Ideally we will purchase the software and our target is to have the print quota implemented in all CCIT student labs by Fall 2010.

FACULTY/STAFF IMPACT

Q: What will be the impact on faculty? A: The biggest change for Faculty and Staff will be that they will now be charged for plotting in the CCIT Support Center.  Also, Faculty adn Staff will have the opportunity to save money through informed printing.  Faculty will be asked to minimize unnecessary printing for their students.

Q: Has a cost benefit analysis been done to understand the value of executive's time for retrieving documents at a departmental location vs. an individual's desktop?  A: No, however we will consider this prior to putting financial thresholds on pop-up's so that the financial benefit is significant prior to taking up staff member's time.

Q: Will the departments be able to use the money for other expenditures? A: In most cases the money has already been removed from annual budgets, however, if efficiencies are realized it is not the intent of the central finance organization to claim them.  

Q: How much thought has been put into the amount of time faculty will be spending acknowledging printing pop-ups?  A: Yes, financial thresholds will be significant prior to imposing on one's productive time.

Q: Will you be taking my printer away?  A: No, sustainable models in higher ed have not generally included desktop printer removal.

Q: Will we be taking printers away from anyone?  A: As a general rule no.  Departments will be asked to provide input related to general rationalization.

 Q: Can print volume be tracked by documents/e-mail?  A: Yes, we intend on measuring, reporting and recommending so the departments can manage effectively.

Q: Will employee prints be applied to the student quota? (if we are TAs / Grad Assistants)?  A:  No, work-related documents should be printed using the employee ID.  They will be traced to determine if abuse is occurring.

Q: Will there be communication to faculty regarding proposed changes?  A: Yes, communications will be distributed to faculty in an effort to minimize unnecessary printing

Q: What will be the impact on faculty and staff? A: Faculty and staff will be given the opportunity to save money on costly print jobs by selecting a less expensive device to print to. 

Q: Would faculty be made aware of the reduced print volume environment?  A: Yes, we hope that faculty will use discretion prior to requesting massive amounts of unnecessary printing.

Q: What about situation where state/federal law dictates that paper documents must be maintained?  A: We must print them; therefore it is an unavoidable cost.

IMPLEMENTATION TIMELINE

Q: Did we consider a reverse approach to the phased implementation?  Equipment then software? A: Yes, we must reduce volumes prior to considering standardizing the equipment.  Sort of like cleaning up the clutter and taking out the trash prior to cleaning house.

Q: What is the implementation timeline?  A: 3-6 months for sw purchase, another 3-6 months for implementation

Q: Will it be seamless?  How intrusive will it be? A: The intent is to make it seamless to all internal customers; however depts. will be required to provide quality feedback during some of the processes.

Q: Who will work with the departments to drive change?   A: We will choose a strategic vending partner that has experience facilitating change within higher ed at similar universities.

Q: Will the implementation be phased?  Dept by dept?  A: Yes, we will attempt to show success in the CCIT Labs, re-asses and improve, then focus on the departmental labs. 

Q: Will the approach be to address students first?  A: Yes, the IT TF recommended that we address the lack of controls on student printing and plotting first.

Q: Can you focus on software first and worry about the rest later?  A: Yes, that is the intent.

Q: What is the implementation strategy?  A: Phase 1 will focus on a control solution, and then we will recommend an evaluation of  equipment, supplies and services.

Q: What is the timeline for student quota implementation? A: Ideally we would purchase the software over the next couple of months and begin measuring immediately.  It will be difficult to implement a quota prior to fall 2010.

COST SAVINGS

Q: Where will the savings go?   A:  The savings have been taken from departmental budgets already.  Any savings would enable departments to fund things that would not otherwise be possible.

Q: What are the plotting costs to users?  A: $8.00 per plot

Q: Where will the plotting savings go? A: To cover the cost of the operation.  Currently the money comes from E and G and tuition

Q: Did you consider other ways to save money?  A: Yes, the IT TF did an exhaustive analysis of many different types of savings efforts and streamlining campus printing was determined to be a high benefit minimally intrusive project.

COMMUNICATION

Q: Can communications be sent out through Inside Clemson?  Other modes?  A: A detailed communication plan has been developed.  Inside Clemson is one of the modes that will be used, however, our research indicated that face-to-face and word-of-mouth are more effective. 

Q: Will you be meeting with the graduate student government?  A: Yes. The meeting was on 11/12/09 and we will continue to collaborate with them throughout the project.  

Q: Have you gained the input of key campus orgs?  A:  Yes, we spoke with Student Government, Graduate Student Government, Staff Senate, Faculty Senate, IT council, Admin Council, Solid Green, and CUEC.

Q: Will there be communication to faculty regarding proposed changes?  A: Yes, communications will be distributed to faculty in an effort to minimize unnecessary printing.

Q: Will you speak to the entire Faculty Senate? A: If needed, however preferably it would be closer to the time of implementation.