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Print, Copy & Scan Services

print@UCL is a sustainable and highly available print service that allows UCL's staff and students to print, copy, scan and fax quickly and easily across UCL. 

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What is print@UCL?

“A sustainable and highly available print service that allows UCL’s staff and students to print, copy, scan and fax quickly and easily”

• Managed and supported by ISD

• Pro-active monitoring and consumables management

• 6 different device types (MFDs to printers)

• Devices available campus-wide for use by anyone on the service

Why is UCL doing this?
  • The University currently consumes around 120,000,000 sheets of A4 paper each year and is committed to implementing policies that will reduce this figure
  • By introducing and following the policy outlined, UCL can potentially reduce it's CO2e by 206.3 tonnes per year*
  • Easy to use system
  • More functionality on MFD devices
  • Better security with secure release printing
  • Fewer models of MFDs and printers, simplifies purchasing of consumables
  • Accessible from multiple devices (Windows PC, Macs, laptops, tablets, phones)

*As forecast in a recent audit conducted at UCL, May 2012 by WRAP

When does it affect me?
  • ISD have completed a full list of departments and buildings in scope for Phase 1
  • Departmental Admnistrators (DA's)will have been contacted individually to arrange a building visit
  • Xerox will make device recommendations and placement locations which are shared with the Faculty Manager and DA's for mutual agreement with ISD
  • Once devices / locations agreed we can begin communications process and devices will begin to be rolled out May 2013 onward.
What does this mean?
  • All MFDs and print devices will be networked and shared
  • MFD/Printer settings will be defaulted to A4, mono and double sided, where possible.  Specific overrides will be required for A3, one sided and colour prints
  • Print jobs not retrieved after 24 hours will be automatically deleted from the print queues
  • MFDs and printers will be set to maximum power saving configurations, where these settings do not unduly impact usability
  • Except for rare circumstances, all printers on the print@UCL Service will be available to any student or staff member to retrieve their print output 
  • In faculties, departments and other staff areas, two "Print Representatives" will be identified per device / area who will be responsible for consumables and paper top-ups
  • Individual printers will only be allocated on an essential use basis and with business case justification (e.g. disability)
  • Students will continue to receive a free print allowance per term, and then charged for output after this allowance has been used
  • Faculties and departments will still be able to provide "free" printing to their students on the Sustainable Managed Print Service, however, the Faculty or Department will be charged back at the same rate as the student
How does this affect me?

• The Xerox solution provides secure printing facilities to all users

• The solution uses the UCL ID card to access options on all MFD devices

• All users will need to register via a single sign-on at first time use

• Users will be able to use their existing ID card

• User will still be able to access the solution by using their UCL log-on if they have mislaid or lost their ID Card

• Users will send print jobs to a single print queue (name to be communicated out)

• The print process at a high level:

a. Users go to the nearest MFD and swipe their ID card on the card reader

b. The MFD recognises the user and offers them the list of print jobs sent by the user

c. The user selects the print job(s) they wish to print

d. The selected print jobs are released within seconds

e. The user can choose to delete any unwanted jobs, therefore avoiding wasteful printing.

f. All un-released print jobs will be deleted after 48 hours


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