Print Guidelines

Application

The Print Policy and these supporting guidelines apply to all members of the University community, whether at the University or elsewhere, and refers to all copy, print and scan and facsimile resources.

Purpose

To provide further explanation, examples and recommended best practices for implementing the Print Policy.

Introduction

The University provides access to copy, print, scan and facsimile resources to staff members, students and other members of the University community. In doing so it seeks to manage the system effectively in order to support security, privacy and efficient resource management.

The use of print services is based on the standards of common sense and courtesy that apply to any shared resource.

The University provides print services to all members of the University community under the understanding that both the service and the printers will be used in the spirit of cooperation and respect.

Guidelines

Business management responsibility

  • Business managers are expected to:
    • manage print service requests to ensure alignment to policy and best operational practice, whilst managing exceptions to policy through escalation paths
    • seek to minimise the use, and requirement to use, short term printed documents
    • assist to minimise the count of printers in the environment, and work with the Managed Print Service contracted vendor to meet and target the sustainability goals for reduction of consumption and costs for the University
    • meet security requirements via Follow Me as an encrypted secure print method/technology
    • ensure all exceptions are supported by robust rationale

User responsibility

Staff printing

  • Limited personal use is permitted at the discretion of the line manager of the staff member, provided it does not impact staff productivity or system performance. Usage above this limit may be recovered from individual staff members.

University community (all) printing

  • Print charges may be disputed or challenged through the processes of the Service Level Agreement and printing knowledge articles
  • ITS may use any device management mechanisms available to audit for devices which may be exceptions to this policy
  • Printing of large print jobs is discouraged. Restrict print jobs on print devices to less than 500 pages. For large jobs consider using the University Print Suppliers.

Understanding exceptions from the print policy

  • Examples of exceptions to this policy may include instances where;
    • each exception will have a Print Device Classification which identifies it as being for a specific purpose which shall be periodically reviewed.
    • there is a demonstrable requirement for a non-standard printer
    • there is a health and safety or equity requirement
    • there is a requirement for the positioning and delivery of additional printers exceptional to the recommended layout by the Print Solution provider
    • costs cannot be allocated by the University Print Management solution
    • an exception will require the agreement by ITS to a non-standard support arrangement

  • Exception requests may be made to ITS to fulfil a specialist requirement
    • Initially, the Print Solution provider themselves will investigate and determine the best solution to meet the requirement
    • Alternately, the request needs to demonstrate that there is a specific and unique requirement that cannot be meet by the existing Print Services Fleet and functionality
    • It is envisaged that exceptions will be few

How do I get approval for an exception to the print policy?

  • Any exceptions from the requirements of this policy, including any one-off circumstances, must be approved in writing by the Director of (Faculty/Service) Operations, and reviewed bi-annually.

What can I do if my request for an exemption is declined?

  • Any requests will be reviewed in a reasonable manner. However, if there is a dispute with the findings, it will be escalated to the Head of ITS for a full and final decision.

Definitions

The following definitions apply to this document:

FollowMe printing is a specific service provided by CAPS with a specific function of being able to print and later retrieve from any printer on the CAPS service.

Knowledge Articles are the self-service documents referenced from the staff and student intranet portals.

Managed Print Service means the Service which controls and delivers the support and maintenance of the devices under the contract with the Managed Print Vendor.

Service Level Agreements are the agreements between parties to ensure the services and standard of services are understood.

University means the University of Auckland and includes all subsidiaries.

University community includes all staff members (whether permanent, temporary or part time), honorary staff, students (whether full time or part time), contractors, subcontractors, consultants, alumni, associates, business partners or official visitors or guests of members of the University or UniServices.

Key relevant documents

Include the following:

Document management and control

Owner: Chief Digital Officer
Content manager: Associate Director, Customer Experience (Managed Print Service Owner)
Approved by: Vice-Chancellor
Date approved: 22 Jan 2019
Review date: 22 Jan 2022