1. Pay for Print vs. Print Conservation: It’s All in How You “Sell” It © Kathy Gervasi and Bill Thieke, 2006. This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors. March 22, 2006 NERCOMP Worchester, MA

2. It’s All in How You “Sell” It Pay for Print vs. Print Conservation: Kathy Gervasi Director, IT Support Services Bill Thieke Instructional Technology Consultant

3. Print Conservation The Goal The Solution Implementation Statistics Future Directions Questions

4. Le Moyne Demographics Liberal arts Jesuit school @3200 full/part-time students @1700 residential students @475 employees 10 computer labs w/laser printing 6 residence halls with small labs Novell Netware/IP-Based Printing

5. The Goal- How to make the program work Campus Awareness –How much were we REALLY printing? Cost Reduction vs. Cost Recouping Marketing –The administration –Student Senate –Faculty –College community in general Spring 02 Fall 03 Pages932,267 825,805 Reams1864.5 1651.5 Paper cost $ 4,148.59 $ 3,716.12 Toner Cost* $ 5,857.81 $ 5,247.16 * Estimate based on previous 14 week study (Spring 2002) which estimated toner costs based on cartridge type and average page count per cartridge. During this study toner costs were found to be approximately 42% more than paper costs over the same time period.

6. The Solution- Technical Information Printing is tracked using Novell Pcounter –Use only the accounting function of this software –Capable of full print management –Cost only ~$700 When students print via Novell iPrint, as soon as the job hits the print queue it is recorded by Pcounter (whether the job prints correctly or not) Print data (flat file) is dumped into the Administrative system Database (Datatel) every night via automated process and merged into a Unidata database

7. The Solution- Technical Information Print data for all jobs submitted through the previous evening can be viewed by students, and staff via the Campus web portal Can view data by queue, student, department Students initially received 300 pages per semester Students billed at $.03 per page for anything above 300 pages

8. In Summer 04 the Academic Technology Advisory committee was examining the soon to be released Print program Faculty questioned whether we had looked for any relationship between GPA and print volumes Examined print data from Spring 2004 in relation to GPA for the semester Implementation Details- GPA as a factor in Print volumes

9. Findings: –GPA was directly related to print volumes (p<=.05) for Students with GPA’s of 3.0 and higher –Based on the significance of this finding, the committee recommended raising the base print allocation from the planned 300 pages to 450 pages so as not to penalize higher achieving students Implementation Details- GPA as a factor in Print volumes

10. Implementation Details- Tracking Student Printing Every print queue is designated public or private Public printers: Students printing to these printers will have their accounts debited by the appropriate amount Private Printers: Students printing to these printers will NOT have their accounts debited. Print job is labeled as “work” on their print accounting Queue designation can be easily changed via this site located on the campus web portal

11. Students can appeal ANY print job –Access appeal via hyperlink on Print usage page on the campus web portal –Use a simple web- based appeal form Implementation Details- Appeal Process

12. Print Administrator accesses appealed job via Campus portal Appealed jobs are queued by date. Implementation Details- Appeal Process

13. Once approved or rejected student is notified via email - Approval Email - Rejection Email Implementation Details- Appeal Process (cont.)

14. Faculty who require extensive printing by their students can request additional course print credits Faculty/Staff using Workstudy/TA’s can request individual extensions These extensions are almost ALWAYS approved without question Implementation Details- Printing Extensions

15. Extension requests are submitted via webform to the College’s “Helpline” Email account Individual sections are selected via a web page which accesses a listing of all Academic departments and courses Page credits are assigned Once submitted all students enrolled in those classes are credited the appropriate amount Credits are not processed until after the Add/Drop deadline in order to credit the most complete class roster Implementation Details- Printing Extensions (cont.)

17. Statistics- Catch the Wave: Spring 04 – Spring 06 Print Statistics Spring 2004 (1) Fall 2004 (2) % change Spring 2005% change Fall 2005% change Spring 2006Spring 2006 (final estimate) % change Number of Students3,3403,483 3,343 3,594 3,346 Student pages Printed996,202508,45348.96%462,73153.55%575,41442.24%224,226480,48451.77% Average pages per Student29714650.84%13853.54%16046.13%6513953.10% Class and individual Print Extensions Pages granted 55,481 81,850 77,729 143,415 Number of students receiving print extensions 184 308 319 454 Print Conservation Billing Record Printing costs recovered $10,607.34 $ 1,154.9489.11% $ 761.3792.82% $ 1,695.4884.02% $ 149.31 $ 319.9596.98% Average billing per student $ 15.00 $ 6.4557.00% $ 6.0959.40% $ 6.7555.00% $ 6.49 7.29% Total Students Billed707179 125 251 23 Bursars Billing Records (Does not include students with bills less than $3.00) Printing costs Recovered $ 1,029.33 $ 690.39 $ 1,544.76 $ 139.80 $ 299.57 Average billing per student $ 10.57 $ 10.46 $ 11.35 $ 8.73 Total Students Billed 91 66 136 16 Highest Bill $ 446.97 $ 51.87 $ 91.35 $ 115.68 $ 29.25 Students with bills over $25.001118 4 8 1 Notes: (1)Printing stats for Spring 2004 were tracked only. No bills were generated. Dollar amounts below were generated based on the 450 page free allocation that is currently allotted to students each semester. (2)For all years after 2004, students with bills of less than $3.00 were NOT billed, effectively adding an additional 100 pages to each persons print allotment.

18. Future Directions- Where do we go from here? Re-evaluate publicity for the program –After year 1, there was a large increase in print volumes (>100,000 pages) –Possibly due to new students not aware of the program –Larger student enrollment (~ 200 student increase) –Possibly a result of the increased use of course extensions Add departmental printing to the billing process –currently Vice Presidents & Department chairs receive printout of members print volumes) –Senior administrators can access print volumes via Campus portal Attempt to tune Pcounter so that it can distinguish between successful vs. failed print jobs.

19. Questions??