- PURPOSE
This policy directive establishes Maritime College’s standards for the effective and secure use of printers at Maritime. To preserve the integrity, availability and confidentiality of Maritime Campus and SUNY data, this document establishes standards for the use of printing on all network printers on campus.
- SCOPE
This policy directive applies to:
1. All Maritime College employees.
2. All multifunction printers that connect to Maritime’s network.
- DEFINITIONS
1. Users - Maritime employees, directors, officers and any other entity or individual with access to printing on campus.
2. Printer – Device used for the printing, copying, and faxing of data from a Maritime device (Desktop, Laptop).
3. Papercut – Software that enables all print jobs to be stored in a print queue and released only when the user who sent the print job physically releases the job at the printer via pin number.
- POLICY
A. In Accordance with This Policy Directive, Users:
- Users are only allowed to print from printers that are approved and purchased through the Maritime IT Department.
- Personal printers for Staff and Faculty are prohibited from being used on campus and will not be connected to Maritime Assets (Laptops, Desktops).
- Desktop printers are prohibited for Faculty and Staff (Papercut fulfills the requirement of sensitive documents being printed)
- Maritime Staff and Faculty are to print only materials that serve as a work function at Maritime.
- There is no printing of personal information or personal documents on Maritime printers.
- Maritime Printers will default to gray scale when printing initial versions of documents.
- Large bulk print jobs such as exams or brochures should be coordinated with the main college mailroom for printing.
- Department heads are responsible for the quarterly allotted amount of the copiers in their respected departments.
- If a specific user is found to be in violation of print policy privileges; they will have their access rescinded: non-business materials, purchasing of devices not approved by IT, not being responsible for security of their pin code to release printing jobs.
- Papercut will be implemented for users to release their print job at the desired printer using a secure pin number
- If a print job is not released from the print queue after 8 hours, the job will be deleted from the print queue.
- All printers are to be networked multifunction printers (Copy, Scan, Fax)
- If a department does not have a departmental printer or if a newer model is needed due to age of current printer, an equipment request must be submitted to IT for approval.
- All printers have an allotted amount of black & white, and color prints for the quarter that must be adhered to.
- Overage fees for going over the allotted prints for the month will be incurred by the department whom owns the printer.
- Individuals that are tracked as being delinquent and irresponsible in their printing habits will be defaulted to the mailroom copier or have their printing access cut off at the discretion of the IT department.
- In Accordance with This Policy Directive, Maritime employees Must Ensure:
- Users are responsible for printing work only material within the guidelines of their department’s printing quota.
- Users are responsible for their secure print pin that is provided by the IT department.
- Users will not give out their pin number to any other individual on campus be it Faculty, Staff or Student.
- Users will not connect any personal printers to Maritime Assets (Laptop) be it on campus or at home.
- Users are responsible for arranging and sending high volume print jobs to the mailroom for printing.
- Users are responsible for releasing their print job at the printer. The job will be deleted from the print queue after 8 hours.
- Maritime Employees Shall Comply with the Following Standards
- All large print jobs (tests, brochures, pamphlets) are to be sent for printing at the mailroom in Vander Clute Hall. The copier at that location is specified to handle large workloads.
- Printing of personal information is prohibited and should not be used as a practice when using Maritime printers.
- The security of the secure print pin is on the onus of the user who it is assigned to. Failure to do so will result in printer privileges being revoked.
- Maritime reserves the right to track users printing habits to monitor and ensure that users are not abusing printing privileges when printing at Maritime.
- Compliance
Maritime College will enforce this policy, including consequences for failure to comply with this policy. Consequences may include revocation of printing privileges.
*** Printing rights are not guaranteed and all data printed is property of SUNY Maritime College.
- Policy Lifecycle Review
This policy will be reviewed on as needed basis or no less than annually.