Universities are constantly seeking ways to optimize resource allocation and streamline operational processes, and print management is no exception. Recently, a new system was introduced to allow student employees to directly bill work-related printing to their employing department, aiming for a more efficient workflow. This initiative, designed to simplify cost management, is now under review to ensure it meets the diverse needs of all university units and maintains effective oversight.
The core functionality of the system allows students with dual IDs – an academic ID (A-ID) and a separate Z-ID – to select the appropriate account for charging prints upon swiping their OneCard. To accommodate various scenarios, including instances where individuals who are not formally student employees require printing access, departmental courtesy cards were also implemented. These cards extend the billing convenience to employees with multiple appointments, enabling them to charge printing to secondary departmental affiliations via a courtesy card linked to their primary A-ID.
However, initial feedback has highlighted concerns, primarily regarding the potential for misuse. The possibility of student employees inadvertently or intentionally charging personal prints, such as homework assignments or even extensive materials like textbooks, to departmental budgets is being carefully considered. To address this, the university is enhancing billing transparency. Monthly print bills are being refined to include not just the PeopleSoft Employee ID (EMPLID), but also the individual’s name alongside their monthly printing charges. Furthermore, each bill will incorporate an HR code, clearly categorizing individuals as faculty, staff, student, or affiliate, providing an additional layer of accountability.
For departments requiring a more granular view of printing activities, detailed Pharos reports remain available. These reports can provide specific information, including filenames and print locations, associated with individual users. In cases where unauthorized departmental billing is identified, particularly instances of students improperly charging prints, the university has established mechanisms for resolution. Such occurrences can be addressed through student conduct procedures or progressive discipline frameworks, ensuring appropriate accountability and deterring misuse.
Currently, DoIT staff are conducting a thorough review of period detail reports from PeopleSoft Financial Management System (FMS). This analysis aims to quantify the potential scope of concerns related to student employees, and even former employees, improperly billing print jobs to current or previous departments. This data-driven assessment, coupled with an evaluation of the resources and implications of reverting to a system that restricts departmental billing for student and employee printing, will be presented and discussed across various governance and advisory committees throughout the campus. The ultimate goal is to refine the “Niu Printing” system, ensuring it remains a valuable tool for efficient departmental operations while mitigating potential for misuse and maintaining fiscal responsibility.
