Printer standards for GCC Departments

Glendale Community College is committed to providing efficient printing solutions to all GCC departments. All requests for printers will be evaluated by Office of Information Technology and color printer or all-in-one printer requests must be approved by the appropriate Vice President. All Printer requests are subject to standard budgeting processes through the CRC (Technology Capital Request Committee) and PBAC (PresidentŐs Budget Advisory Committee). Departments are strongly discouraged specifically from using supply funds to purchase technology equipment. It is possible that new printer requests may result in the removal of one or more existing printers to be replaced with a model appropriate to the requestor's needs and to maintain the desired standards as stated below. To begin any of the requests below please send an email to the helpdesk@gcmail.maricopa.edu.

NETWORK PRINTERS

The general rule is that there is one network printer per building, or in some cases, one per department.

• All users in that department or building send their computing print jobs to this printer -wherever it may be located in the building. The users are responsible for collecting what they have printed from the printer.
• OIT will purchase Workgroup printers that are designed to withstand high use for this purpose and will support these printers. Some departments/functions require two tray printers in order to allow specialized paper in one tray, such as transcript paper or student invoices. Many departments use the manual feed feature available on most printer models to use legal size paper, letterhead or other needs.

There are some positions that require a separate, private printer for confidential materials such as employee evaluations or sensitive personnel or student data. If in stock and the need is warranted, OIT will supply department approved personal Laser printers for this need. If the need is not warranted and the printer is still requested, OIT will supply approved printer purchasing information in the event that the department can fund the printer themselves.

COLOR LASER PRINTERS

In very few cases, color laser printers are considered a requirement for a departmental activity. All approved color printers must be accompanied by sufficient budget to support their needs (i.e., color toner). As part of the GCC printer matrix, approved printers are supported, and toner for these printer(s) will be stocked on campus for departmental purchase.

If the department cannot afford the costs associated with a color laser printer and a color printer is needed, OIT will recommend an inkjet model that the department will fund themselves. OIT will not support these units and will not stock ink for administrative use.

ALL-IN-ONE PRINTERS

In a few cases, departments are in need of all-in-one printers (scanner/fax/copier/printer) for small offices or departments who have multiple needs or are without a copy machine. As part of the OIT printer matrix, approved all-in-one printers are supported and toner for these printer(s) will be stocked on campus for departmental purchase.

PERSONAL PRINTERS

Some employees have purchased personal printers and connected them to their desktop units. These printers are not installed or supported by the OIT staff. In addition, all ink/toner (black or color) must be purchased by the employee and should not be a GCC expense.

EXCEPTIONS

Any specialty printer requested through and approved by standard college budget request processes will include support by college technical personnel and stocking of ink and/or toner supplies for the life of the printer.

PLEASE NOTE

Printers should never be purchased from blanket purchase orders, petty cash or procurement cards. All printer purchases must be approved and processed through OIT/Procurement, even if a department budget will be used.

By following these standard rules, OIT is able to provide efficient repair service, identify network problems easily, and keep the college expenses for printers to a manageable level.

(*) Definition of support includes that OIT will install associated drivers/software, troubleshoot printing problems and repair or replace (with similar model) malfunctioning hardware at a cost to the general college. In addition, OIT will stock toner for these printers. Older models that are not on the current list however, having been purchased through the process will for the life of the printer.

Endorsed by PTAT May 8, 2007