University of Sheffield Sustainable Print Policy 2015 Introduction 1

University of Sheffield Sustainable Print Policy 2015 Introduction 1
University of Sheffield Sustainable Print Policy 2015 Introduction 1. The Sustainable Print Policy 2015 is agreed by the University Executive Board i n support of the University Environmental Policy. The responsibility for the maintenance and implementation of this policy is upheld by Corporate Information and Computing Services (CiCS). 2. The policy promotes and supports: ●
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The University’s Shared Vision ­ by leading and implementing new ways of working amongst our professional support teams, departmental teams and partners; The University’s Environmental Policy ­ by aiming to reduce the amount of paper and energy consumed, waste paper produced, print consumables used, the number of personal printing devices on campus. 3. It applies to all printing devices including those on the My Sustainable Print (MSP) and Printing & Copying Management System (PCMS ­ student printing) networks, and other exempted print devices. 4. Printers, copiers, scanners and fax machines which are not part of MSP or PCMS should be purchased/retained only if they have an exemption approved by CiCS. Please contact either your print champion or the Sustainable Print Coordinator to apply for a device exemption or to arrange collection/disposal of a redundant device. 5. The policy will be reviewed in 2016. Purpose 6. To support the University’s Faculties and Professional Services to reduce the cost of printing and to reduce the environmental impact of University printing. 7. To ensure the delivery of an accessible, sustainable, secure and cost­effective print service for the University. Printing & Photocopying 8. Wherever possible and practical, alternatives to printing and photocopying should be considered such as displayed images on either screen or via projection at meetings, use of personal devices such as laptop computers or tablets. 9. Print & Design Solutions (PDS) should be used for high volume print jobs and those requiring professional finishing such as document binding. MSP and PCMS should be used only for low volume day to day printing and photocopying jobs. 10. When printing the recommendation is mono, double­sided or multi­up on a page. This should be the default for all print devices . Colour printing should be used exceptionally and only where there is a specific requirement for a document to be printed in colour. 11. Staff may use MSP to do personal printing and photocopying provided they have approval from their department and provided they reimburse the costs to the department. The costs per page for personal printing are: A4/monochrome = 4p A3/monochrome = 8p A4/colour = 13p A3/colour = 26p Scanning 12. Prior to printing or photocopying, staff should consider whether a document may instead be scanned. Scan to email is available on MSP devices and on pre­pay photocopiers in the Information Commons and libraries. Scan to email will automatically scan documents as PDF files to the user’s email address. The “advanced” scanning option on MSP allows documents to be scanned as other file types (e.g. TIFF, JPG) and to be sent to copy recipients. Please note that, owing to Google restrictions, scanned documents exceeding 25MB will not be sent to email accounts. Documents exceeding 25MB may be scanned to USB using the MSP A3 devices (models MX5141 and MX5112). 13. The Student eFile Project is now in pilot phase. Over time all new student related documents will be scanned or uploaded and made accessible via the Student eFile. We are adapting MSP so that it may be used to scan documents to Folding Space (the software being used for the Student e­file Project). There is also an option to set up a dedicated desktop scanning station for bulk scanning directly into the Student eFile. Faxing 14. Where possible documents should be scanned/sent by email. Use of fax machines is potentially quite insecure as these machines are normally shared within an office where documents are available for anyone to read. Faxing should be used only when: ●
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there is a legal requirement for the document to be sent by fax; there is no other method for sending the document, e.g. the receiver cannot accept scan/emails. In these cases the preferred method of fax communication is via the University central faxing service (RightFax). Most departments are already using this service however queries relating to RightFax should be directed via your Telephone Liaison Officer (TLO). Please see the link for a list of TLOs . Print & Design Solutions (PDS) 15. The following print work should be directed to Print & Design Solutions: ●
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high volume printing and copying; documents requiring binding or finishing; printing of a professional standard. 16. The Print Manager has overall responsibility for University print production and will support departments to meet their printing needs. The Print Manager will place the work on the most appropriate and cost­effective equipment. This will either be produced in­house or outsourced to a supplier on the Framework Agreement. 17. Procuring print services from an external supplier is not permitted. See financial regulations 3.28a­3.28e for the procurement of printed materials and design work. 18. For further information on the services offered by PDS please contact the Manager Paul Tetley p.tetley@sheffield.ac.uk or the following ; Print & Design Solutions ­ http://www.sheffield.ac.uk/cics/printanddesign or print.enquiries@sheffield.ac.uk Printing and Copying Management System (PCMS) 19. The student printing service is known as the pre­pay printing system or Printing and Copying Management System (PCMS). PCMS is the University’s network of print devices for undergraduates and PGTs (also available for use by PGRs, staff and external library users). Students send jobs to a printer then use print release stations to print their work. 20. The University will look to achieve greater harmony between PCMS and MSP by Summer 2016. My Sustainable Print (MSP) 21. MSP is the University’s managed network of print devices for staff and PGRs. It includes A3 multi­functional devices (MFDs), A4 multi­functional printers (MFPs) and a small number of networked HP Laserjet Printers, known as “legacy printers”. MSP offers: ●
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release of individual print jobs from any MFDs and MFPs on the MSP network; retention of jobs in the print queue for up to 36 hours before automatic deletion; u­card authentication (known as pull­print or follow­me print) to support information security; mono and colour printing and photocopying; scanning; flexibility to provide short term printing solutions for events such as graduation ceremonies and student registration; a managed service which includes consumable deliveries and installations, and on­site user support. 22. Legacy printers offer printing only (usually in A4 and monochrome) and are set up to be used by specific individuals to print direct (without u­card authentication) where there is a specific requirement for this e.g. counter services. Access to MSP 23. Staff and PGRs have access to MSP. Holders of Associate and External u­cards, who also have a university account, may also access MSP. Access to MSP may be granted by exception to PGTs and undergraduates where there is a valid reason to do so. Print champions can request an exception by completing MSP request form . 24. Departments may request a generic u­card to allow ad­hoc guests to print to MSP. Please click on the following link for responsibilities and details of how to apply for a generic u­card 25. MSP is accessible to managed and unmanaged desktop users of PCs and Macs running recent and current versions of operating systems, including Microsoft Windows 7, Windows 8, (currently untested against Windows 10) and Mac OS X 10.5, 10.6, 10.7, 10.8, 10.9, 10.10 and Linux. 26. MSP is accessible to people with specific access needs. Location of MSP Devices 27. There should be at least one MSP device per building, and for larger buildings there should be at least one MSP device per floor. Staff should have an MSP device within 50m of their desk. The ideal staff:device ratio is 9:1, however this will vary considerably depending on levels of usage. The Sustainable Print Coordinator will work with print champions to ensure devices are deployed to optimise access and usage. The locations of MSP devices can be found from the MSP Inventory . 28. Where a department or faculty requests installation of an additional device, or relocation of an existing one, the print champion should ensure: ●
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access for the device to power socket and data point; compliance of the location with health and safety guidance . MSP ­ Confidentiality & Security 29. The security provided by MSP is more than sufficient for the vast majority of printing and scanning done by the University. 30. Prints are only released when the user authorises the printer to do so by swiping their Ucard; this significantly reduces the chances of documents being intercepted or left forgotten in the device out tray. Scans are sent to the University email address associated with the Ucard used to unlock the device. Users must remember to remove original documents from the document feeder or copy glass after scanning or copying. 31. You must not share your Ucard and password with anyone else as they are used to protect and access your print jobs and scans. 32. The University has worked closely with Sharp Business Systems Ltd (the contracted supplier) to ensure that the confidentiality and privacy of users and University information is maintained: http://shef.ac.uk/cics/msp/privacy. 33. Once the user has authenticated, the device will release the document even if it has temporarily stopped working owing, for example, to a paper jam, toner exhaustion or error. In such circumstances the user is responsible for taking action either to resolve the problem themselves (if it is straightforward), or to notify the CiCS helpdesk. If the document contains sensitive or confidential information the user should turn off the device and place on it an 'out of order' notice. An engineer will attend to the device, collect the documents and dispose of them confidentially, or, they will hand them to the print user if that person makes themselves known to the engineer. 34. If you have special requirements relating to security (e.g. restrictions placed on you by research partners) that you feel are not met by the MSP system please speak to your departmental print champion who will in turn liaise with CiCS to explore your requirements and find a solution. MSP Funding & Reports 35. MSP is funded centrally by CiCS. This includes the costs of supplying print devices, consumables, installation, maintenance, servicing, repairs and replacement parts. Day to day printing and photocopying costs to research grants should be absorbed in the overhead charge. This means that research grant applications should include printing and photocopying charges as overheads, rather than as a recoverable cost. 36. Departments and Faculties receive regular monthly reports on printer usage and costs so that they can make decisions about the optimum type, number and location of print devices for their departments. Although there is no cost recovery from Departments and Faculties, the print devices will have the facility to record the number of pages printed against a departmental charge code so that cost recovery remains an option for the future. MSP ­ Device Requests 37. Print Champions should submit requests (approved by Head of Department) for additional MSP devices, upgrades, device moves and removals to the Sustainable Print Coordinator using the MSP request form . Device Exemption Requests 38. Print Champions should submit requests (approved by Head of Department) to purchase or retain print devices outside the scope of PCMS and MSP (including printers, scanners, copiers and fax machines) to the Sustainable Print Coordinator using the MSP request form . 39. Requests to purchase/retain devices outside PCMS and MSP will be agreed only in exceptional cases. These might include requests for specialist print devices such as wide format printers, and devices directly connected to laboratory/scientific equipment. Requests to purchase/retain devices for individual use will not usually be supported except where there are health or disability issues. Exempted devices will not be supported by CiCS. Departments and Faculties are responsible for the purchase and maintenance of exempted devices. Device Removals 40. Print devices outside the scope of PCMS and MSP, and which have not been exempted by the Sustainable Print Coordinator, are disposed of or recycled in line with University policy for the disposal of surplus electrical equipment. Print Champions should notify the Sustainable Print Coordinator who will arrange for Sharp to collect any such devices. Print Champions should ensure that all leads are securely attached, and that any spare toner cartridges for the device are made available for collection. Paper 41. Departments will continue to order and pay for paper for PCMS and MSP devices. It makes sense for departments to retain control over paper supplies for the printers which they use regularly. However, this does not mean that departments can or should restrict access to these printers. Neither does it mean that departments should deliberately use printers for which the paper is supplied by another department. Such behaviour will be discouraged by the possible downgrading/removal of under­used print devices. 42. The University will use only environmentally preferable paper for printing and photocopying. This is paper with a recycled content or with an FSC accreditation. This commitment is supported by the Procurement Office and PDS. Further information is available from the Wrap UK web site. 43. Arrangements for ordering paper are set out in myCatalogue. Good Practice 44. Staff should follow environmentally friendly printing good practice guidance and the guide to best printing practice. User Support CiCS Helpdesk First line user support for all MSP a
nd PCMS p
roblems, enquiries, feedback and complaints. helpdesk@sheffield.ac.uk or telephone:21111 Sharp On­site team Second line user support for Access via the CiCS MSP. The on­site team Helpdesk includes 2 full­time Engineers and 1 Fleet Manager. Sustainable Print Coordinator MSP device requests (including health & safety), removal and exemption of non­MSP/PCMS print devices, MSP reports, coordination of printers for events, coordination of MSP devices for new buildings & refurbishments, MSP funding/contractual enquiries, other MSP policy enquiries. MSP requests to be submitted online at: http://www.sheffield.ac.uk/ci
cs/msp/using Gary Bollington g.bollington@sheffield.ac.uk telephone:21124 L&T System Support team 2nd line user support for all PCMS queries. cics­lts@sheffield.ac.uk openaccess@sheffield.ac.u
k Calls can be assigned to the team from 1st line support, using supportworks. MSP print champions To optimise deployment of MSP in Departments and Faculties through analysis of monthly reports and submission of change requests. To check device locations comply with the health & safety guidance and to seek advice from Sustainable Print Coordinator where there is List of department/faculty print champions available from: http://www.sheffield.ac.uk/ci
cs/msp/about doubt. 
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