Information Technology Services

21 November 2006

Following are guidelines to help departments with the process of requesting a new photocopier:

1. Eligibility for the down payment from the College is essentially determined by two factors: 1) the current copier is at least 5 years old and/or the current lease has expired; 2) there is a business justification for a new copier because of a demonstrated need for feature enhancements.

2. A request to acquire a new photocopier, in order to receive the down payment amount, must be submitted on the “Photocopier Request Form” either by using this web form or by obtaining a paper copy of the form from Duplicating Services.

The required information at the time the request is submitted includes the following items:

a. Required features (duplex printing, scanning, fax, size of paper trays, quantity of paper trays, etc)
b. Information on current copier (model number, leased/owned, etc.)
c. Estimated volume of current usage and projected future usage
d. Is the copier to be set up so that students may use it and/or does the department wish to charge for copies to be made by people outside the department?
e. Is there a data jack and electricity at the proposed location for the new copier?

3. Upon receipt of the request Hilda Dinolfo in Duplicating Services will make a determination regarding eligibility of the request for the down payment (in questionable situations, Hilda will consult with Ken Pflueger) and inform the department of the eligibility decision.

4. If the request is to go forward, Hilda will contact the IKON representative to develop specifications and pricing for the needed equipment. Hilda will also note that the request is going forward and ask ITS for a site evaluation to determine if there are additional installation charges.

5. If there are additional site preparation charges, ITS will obtain a cost estimate and forward that information to Hilda.

6. Hilda will submit the pricing information for the equipment along with any site preparation charges to the requesting department for their review and approval.

7. Upon receipt of approval along with an account number to be charged from the requesting department, Hilda will place the order with IKON. Once Hilda has an expected delivery date from IKON, she will request that any site preparation work commence.

8. Once a firm delivery/installation date has been established, Hilda will coordinate the exact date of delivery/installation with the department and with ITS.

9. Once the equipment is delivered, Hilda will confirm installation and the set-up schedule with Pat Flannery, Larry Cooper, IKON Support, and the appropriate ITS Client Services Staff person.

10. Once Hilda has confirmation that the equipment is fully operational, she will work with the department to schedule the necessary training.

Note: If a department opts to purchase a photocopier they are responsible for the on going costs of a maintenance contract, or if the department does not take out a maintenance contract, then the department is responsible for all supplies and for paying for all service visits that are required. ITS is not responsible for the maintenance of this equipment.