University Copier Program
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Overview
DPS provides copiers to departments on a per-copy basis; a department pays only for the copies that it makes. Optional features are offered for additional charges. DPS installs a copier model for a department based upon the volume of copying that the department reasonably expects to do annually and upon the optional features and accessories that it selects. Departments should on average expect to make copies within the following monthly volume ranges, based on the level of copier installed:
| Level 1 | 500 | to | 1,500 |
|---|---|---|---|
| Level 2 | 1,500 | to | 3,000 |
| Level 3 | 3,000 | to | 5,000 |
| Level 4 | 5,000 | to | 15,000 |
| Level 5 | 15,000 or more | ||
DPS performs monthly meter readings for each program copier and bills departments electronically for their copier usage. The per-copy charge includes use of the copier, training, parts, service, maintenance, toner, and other consumables with the exception of paper and transparency stock (and staples, if applicable).
DPS assists departments in establishing encumbrances from which copier expenses are paid. Each department should monitor the balance of its copier program encumbrance throughout the fiscal year and should contact Business Services (309/298-1811) about encumbrance issues.
Each department should maintain a small supply of toner (and perhaps other consumables) near its copier. If you require additional toner, please call DPS at 309/298-1917 to have toner delivered to your department at no additional charge.
Digital Copy Systems provides initial and follow-up training, as needed, and also performs periodic preventative maintenance on every program copier. Department personnel should call Digital Copy Systems at 309/837-1500 if they experience technical problems with a program copier.
Obtaining a Departmental Copier
Departments should contact Document and Publication Services (DPS) immediately to initiate the process of obtaining a copier under the University Copier Program if any of the following applies:
- Expiring Equipment Contract: The department will replace a copier that it uses under an existing copier equipment contract (e.g., rental contract) that expires in the next 60-90 days
- Owned Copier: The department owns a copier that it would like to replace in the next 60-90 days
- Additional Copier: The department would like to obtain an additional copier in the next 60-90 days
In addition to information about department contact(s) and copier location(s), DPS will need information about annual and/or monthly usage for any copier that a department will replace. Please contact DPS for more information.
The following are not subject to the requirements of the University Copier Program:
- New or renewing maintenance or service contracts for copiers described below
- Copiers used under continuing equipment contracts
- Copiers that are currently owned
- Copiers obtained via the purchase options of existing copier equipment contracts
Upon ordering a copier through the program, departments should arrange with their previous copier vendors to return rented, nonprogram copiers (vendors prefer or may even require 30 days notice). Department personnel should contact Property Control at 309/298-1811 to learn about options for handling owned, nonprogram copiers.
