What is Pay-to-Print?
Beginning April 2024, Columbus State will institute a pilot program to limit employee printing and copying. The operational change is designed as a cost-cutting measure and to align the college with the best practices of other Ohio universities and community colleges. The print limit is expected to save several hundred thousand dollars each year.
A similar program in 2018 to reduce student printing and copying was overwhelmingly successful. Student printing dropped from five million pages per year to just one million pages annually after the limits, saving tens of thousands of dollars.
Why now?
The primary reason is to reduce budgeted money wherever possible. Before the pandemic, the college printed eight million pages each fiscal year. That dropped to one million during the pandemic. However, if current trends continue, Columbus State is on track to easily exceed eight million printed pages this fiscal year.
How will this affect me?
For an overwhelming majority of employees, nothing will change. The monitored limit will be 100 pages maximum or $3 per print job, whichever comes first. (Using sheets larger than the standard 8.5 x 11 and using color printing/copying increases the cost, meaning you will hit the $3 limit more quickly, whereas 100 black and white copies on standard paper will not reach the $3 threshold.) If you do not currently print or copy 100 pages or more at one time, you may continue to operate as you do now.
What if I go over the limit?
If you exceed the limit, you will receive a notice on the printer and an additional desktop notification explaining why you exceeded the limit. Click here to see notification examples. What if I have a printing job with more than 100 pages? You will be encouraged to – and may be required to – work with Printing Services for needs exceeding 100 pages. Click here for a Printing Services request form. (“Fillable” forms and hard copy forms are also available. Contact the Print Shop at 614-287-5189 if you have questions.) Your supervisor or manager can guide you for situations requiring large print jobs and when exceptions can be made. If you have questions, call the IT Support Center at 614-287-5050.
What can be done right now?
One example of saving paper and costs: If you have 200 pages to print, and you print in the less expensive mode of black and white on both sides of the paper, you will only use 100 sheets of paper and remain under the limit.
- Think before you print.
- Limit printing whenever possible and ask, “Is printing really needed for this?” For example, rather than print meeting agendas, send them electronically.
- Information Technology (IT) is currently evaluating all printer locations. (Following the pandemic, some printers are rarely used. They will be removed to save money, reducing monthly machine leases.)
- Print on both sides of a page.
- Print in black and white rather than color.
- Inquire with your manager or supervisor if printing is essential.
Benefits of reduced printing
- Sustainability: Printing less reduces paper consumption and saves trees.
- Reduces the college’s carbon footprint.
- Reduces shredding expenses.
- Avoids recycling and transportation costs.
- The college has been implementing online sharing resources (ie. Teams and DocuSign).
- The college has been adding technology to presentation and conference spaces, allowing the option to reduce the need for printed material for audiences and groups.