Guidelines, Print and Copy

    Title: Print and Copy Guidelines
    Effective Date: 02-12-2024
    Issuing Authority: Vice President and Chief Financial Officer
    Contact: mathews@stolaf.edu or 507-786-3231
    Last Updated: 02-12-2024

    Purpose of Guidelines

    The intent of these guideline is to outline the objectives and practices which are to be followed
    regarding printing and copying at St. Olaf College.

    The College’s print objectives are:
    • to reduce waste, ink cartridges, paper, and energy usage
    • to streamline the number of printers and copy machines on campus to optimize the print
    • environment and focus on efficiency
    • to use the most cost-effective manner of printing, when printing and copying is necessary

    Guidelines

    Printing Practices:

    The College encourages faculty, staff and students to print only when necessary. Whenever possible, use
    print alternatives, such as electronic sharing and distribution of documents. If printing or copying is
    necessary, configure to duplex (two-sided) and monotone (black and white). Color printing should be
    restricted to the most essential communications and used as an exception.

    Methods of Printing:
    • Multifunction Copiers (MFC) – These devices are the most efficient way for departments to conveniently print or copy small quantities (e.g., under 20 pages). They also provide the ability to scan documents, to reduce the need for copying or printing. There are two ways to print to an MFC:
      • Use stoPrint to access your print job at any MFC using your Ole Card
      • Direct to an MFC printer to print to a specific machine in your department or area.
    • St. Olaf Print Center – The Print Center is the most cost- effective way to print larger quantities (e.g., over 20 pages) or to print color documents or specialty prints. Please plan ahead and use the Print Center whenever printing larger quantities, color documents, or for specialty prints.
    • External Print Vendors – The use of external print vendors should only be used after consulting with the Print Center, when the Print Center deems the job cannot be completed efficiently within the Print Center.
    • Network Departmental Printers procured through the Information Technology Department – The College is in the process of phasing out departmental printers when there is a multifunction copier in close proximity. A few departmental printers may remain, where IT determines it is more efficient or cost effective to have a departmental printer than a multifunction copier.

    All printing, copying, and scanning devices used for College printing must be procured by the St. Olaf
    Information Technology Department or Auxiliary Operations. Employees and departments are
    prohibited from purchasing their own printers or electronic devices, and are not allowed to use College
    departmental funds for these purchases. The College will not support equipment that is purchased
    outside of the approved Information Technology procurement process.

    Maintenance, repairs, supplies, and costs:
    • Multifunction Copiers (MFC) – Printing and copying for MFC’s is billed to departments based on a rate of $0.06 per single-sided page, $0.04 per side of a duplexed (two-sided) page, and $0.45 per color print page. There is no charge to departments for scanning. Paper for the MFC’s should be ordered through the Print Center Paper Order Form. Departments can pick up toner cartridges for MFC at the Print Center. Departments will NOT be billed for MFC paper and toner cartridges picked up through the Print Center, since the departments are billed per page. Please note that paper obtained from the Print Center for MFC’s should not be used in network departmental printers or for other purposes. For maintenance on MFC’s, please call the EO Johnson phone number located on the front of the machine, and reference the machine ID number and location.
    • Network Departmental Printers – Department budgets are responsible for covering the cost of paper and toner cartridges for departmental printers. Paper should be ordered through the Print Center Paper Order Form, as the Print Center receives bulk pricing. Departments can order their own toner cartridges through Staples or other suppliers. For maintenance or support on a departmental printer, please submit an IT ticket.
    • Personal Printing – The MFC’s are configured to allow faculty and staff to print personal documents using OleDollars. Any personal printed document should be made through the MFC’s using OleDollars or through a personal Print Center order. Printing personal documents on departmental printers is prohibited.