Going Green with Print Management

Executive Summary

In an effort improve sustainability on-campus and eventually become a carbon neutral campus, various sustainability initiatives / programs that align with the goals of RBC-19 to reduce costs, automate business processes, improve sustainability, are being rolled-out. Sustainability encompasses nearly every aspect of campus life from energy and resource conservation, education, and workflow processes. The print management project, along with other initiatives being rolled out, are key for RBC becoming a signee of the American College and University President’s Climate Commitment.

 

A portion of the campus-wide print management project, that we are part of, involves elimination and reduction local printers and replacement of such devices with shared-networked printers and multifunction devices (MFDs). Eliminating local printers (inkjet printers) and using networked laser & multifunction devices, would benefit our environment by:

 

    1. Reducing energy consumption
    2. Reducing paper prints that literally are an outcome of cutting trees and increase greenhouse gases.
    3. Reduction in costs for toner and manual support
    4. Reduction of toner and in-cartridges that are dumped into land-fill
    5. Reducing the waste related to paper, ink and toner cartridges
    6. Going green with “Think before you print”

 

 

Current Print Resources On-campus

    1. Copiers (multifunction devices): 13
    2. Laser printers: 74
    3. Inkjet printers: 47
    4. Special function printers for large format up to “E” size prints and ID printers.: 5

 

The redistribution of the networkable resources throughout the campus, removing local printers and supplementing multifunction devices (MFDs) where needed, the college will see an immediate impact on the resources the college expends on man-hours and consumables to support printing on campus. Print management software, currently being tested in the library, will be deployed in support of these initiatives to include mobile device printing. This software, when deployed, will provide the means to collect data in support of college-wide document management. Additionally, this software will provide for students, staff and visitors to track their printing, providing a greater awareness of the costs associated with printing.

 

 

 

How can I help?

 

How can faculty support sustainable public printing on campus?

    • Post required reading material in Blackboard or MSVL. Many students today feel comfortable reading materials online. Placing materials in Blackboard or MSVL allows the student to decide whether or not to print them.
    • Distinguish between “course readings” and “readings that students will need to bring to class” on the course syllabus.
    • Have students submit papers via email.
    • Have Students submit papers via Blackboard or MSVL assignments.
    • Provide feedback and comments on papers that are submitted electronically by using the Comment feature in Word.
    • Create online accounts in library databases to save your research and your searches.
    • Save journal articles and documents as pdf’s on your personal device or on your OneDrive (was SkyDrive) account.

 

How can employees support sustainable printing on campus?

    • Use the technology on-campus to conduct as much business as possible using Email and OneDrive (was SkyDrive) on Office 365
    • Use eVA for procurement
    • Share documents via OneDrive (was SkyDrive) as opposed to printing and marking them up
    • Use Microsoft Office tools to highlight and share notes
    • Use Chatter for communication and document sharing/ commenting
    • Most web pages offer a printer-friendly version or text-only option – they are better for screen-readers and conserve paper and toner.
    • When making changes or corrections to a document only print the page that contains the corrections instead of reprinting the entire document. Consider printing PowerPoint slides 3 to 6 to a page. This will also speed up the printing process.
    • Think before you print!

 

How can students support sustainable public printing on campus?

    • Use web browser bookmarks to save materials you are interested in rather than printing them. Email yourself URLs of web sites you are interested in rather than print them.
    • Use the print preview feature of applications to verify output layout of documents when you are ready to print. Only print when you are satisfied with the final result.
    • Most web pages offer a printer-friendly version or text-only option – they are better for screen-readers and conserve paper and toner.
    • When making changes or corrections to a document only print the page that contains the corrections instead of reprinting the entire document. Consider printing PowerPoint slides 3 to 6 to a page. This will also speed up the printing process.
    • If your print job does not immediately print, don’t resend it. There may be many other jobs ahead of yours in the queue or the printer may have run out of paper.
    • STAC consultants can assist with questions regarding your print job.
    • When you leave a public or Library computer remember to log out. If you leave yourself logged in someone else may be able to use your allowance.
    • Create online accounts in library databases to save your research and your searches.
    • Save journal articles and documents as pdf’s on your personal device or on your OneDrive (was SkyDrive) account.

 

 

Frequently Asked Questions

 

What is Print Manager?

Print Manager is a service being instituted at Richard Bland College to reduce waste, improve campus sustainability and printing experience on-campus.

 

Why is Print Management being implemented?

Aligning with the goals of RBC-19 to reduce costs, automate business processes, improve sustainability, print management is being put in place expand the campuses green initiatives and drive towards a carbon neutral environment. We are hope to enhance student printing services such as color printing, wireless, and iPad printing.

 

When will it affect me?

Ink cartridges used in desk-jet printers will no longer be procured starting March 10th, 2014. A quota has not yet been decided on the printing and will be decided during the spring semester. The new system will be operational in the Library starting mid-March and anyone trying to print in the library will need to use their Statesmen email credentials to release the prints.

 

Who at Richard Bland College is affected?

Everyone that prints in public areas or uses a desk jet printer.

 

Will my print account ever be charged for printing?

Eventually, a limit will be set on the number pages that you can print. We are in a data and review state.

 

Where do I print if I cannot use the desk-jet on my desk/ office?

LaserJet and multi-function printers are located on every floor and in common areas. These are shared printers. If there isn’t one close to your office please make request for a device to your department head. Once the department head approves your request, s/he will need to forward your request with their approval to stac@rbc.edu.

 

Where is Print Manager being implemented at Richard Bland College?

Library and all computer Labs.

 

What is my username and password?

Statesmen Log in credentials, the same that you use to login to RBC Statesmen Email and Office 365 resources, and Blackboard.

 

How many pages do I get and how often do I get more (per semester)?

To be decided

 

Can I purchase more pages online?

Not at this time

 

What if my professor is requiring me to print all of my information out for my class?

Print what you need to print to be academically successful.

 

Are there any color Printers on campus?

Not at this time. One of the goals of print management is to allow us to provide enhanced services, such as color printing.

 

What if I have a problem with my username and password?

You can request a reset by emailing stac@rbc.edu or calling the Help Desk at 804-862-6401.

 

If I print and my print exceeds my balance what happens?

You can only print what is available in your balance

 

My print job failed, will I be charged for any failed print jobs (i.e. Printer jams, etc.)?

You can send an email to stac@rbc.edu and we will credit your balance.

 

Does double sided printing count as 1 or 2 pages?

2 pages

 

How do I know what my current balance is?

Visit a public lab, initiate a print job and your balance will show up in the dialog box (you can then cancel the job prior to printing).

 

How much can I print at once?

You can print 50 pages per session.

 

How will on-campus printing work in the library, public labs, and the specialized labs?

All currently enrolled Richard Bland College students who have a Statesmen account will have a free printing allowance for each academic semester, if they are enrolled in these terms. Each page sent to the printer will be deducted from the student’s allowance. Color prints will have a higher charge than black and white prints.

 

How will the printing allowance and page charges be determined?

The Print Management Project Team is consulting with other schools with similar programs to gather information about print allowance and page charges. The goal is to provide students with an adequate print allowance to meet their academic needs. The Vice President for Finance and Administration and the CIO, will review the data and present an allowance/page charge recommendation to the College Council, which in turn will make its recommendation to the President.

 

How will students find out the current balance in their print allowance?

After logging on to the network, when a print job is initiated, the student’s current balance information will be displayed. You will also be able to log-in to the print management system to check your balance.