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Campus Copier Program Handbook

Introduction

The Campus Copier Program (CCP) is a University-wide program created to monitor and negotiate copier costs for the entire campus. Our mission is to provide efficient and reliable copy equipment to meet the needs of San José State University instructional, service, and administrative units. The CCP insures that copier equipment adequately meets the needs of users in terms of size, types of features, copy quality, and replacement of equipment to provide the highest standards of service at the lowest possible cost.

Copy machines are placed in department locations so they are accessible to the majority of users. It is the intention of the CCP to place newer and/or larger copiers in the busiest departments and lightly used and/or smaller copiers in departments with less demand. The CCP Office will issue annual copier solicitations and negotiate maintenance and supply agreements to cover all campus copiers. All copy machines have designated key operators.

Royal, and Konica copier supply agreements include all supplies except paper and transparencies. Send your supply requests to us by submitting a CCP Supply Order form. Maintenance requests should be phoned into 924-1566 as soon as possible.

Key Operator Scope of Responsibility

Office copiers are located throughout the campus. Each program copier must be assigned a department contact (key operator) who is responsible for taking care of the on-site requirements of the machine. The Key Operator will be responsible for:

  • Sending in monthly meter readings for billing,
  • Serving as a point of contact for the CCP personnel,
  • Clearing minor paper jams,
  • Calling for service when repairs are required,
  • Ordering, installing and monitoring copier supplies.

If a copier is shared by more than one department, the department making the majority of the copies will be called upon to assign a key operator. When key operators change, the CCP Office must be notified so the maintenance technician can schedule appropriate training for the new key operator.

Maintenance and Service Requests

All copiers are covered by maintenance agreements coordinated by the CCP Office. All key operators should notify the CCP Office of any problems. The number to call for service on your copier is 924-1566.

Monthly Maintenance and Usage Reports

The CCP Monthly Copier Usage Report is used to submit monthly meter readings and maintenance records. Based on this information, the CCP Office can take appropriate action with vendors to ensure compliance with the terms of the maintenance contract. Key Operators should record the meter readings for each copier on the last business day of each month. A copy of the Monthly Copier Usage Report must be submitted to the CCP Office by the 5th of the following month by fax at 924-1534 or by email to ccp@sjsu.edu. Key Operators should retain an historical record of copier meter readings for each copier in their department.

Remember to submit your meter readings on time.

Program Participation Costs

Departments will pay an annual base program fee of $1,500 per copier in July. The annual base fee covers all costs up to 20,000 copies per quarter. On a quarterly basis, copies in excess of the 20,000 per quarter threshold will be billed at $0.017 each. These participation fees cover copier maintenance, consumable supplies (toner and staples), and equipment vestment. Note that departments will be charged for actual copies made in excess of the 20,000 per quarter threshold.

Please keep in mind that payment of program fees vests your department into the CCP. Vested departments will never have to purchase another copier again. The CCP will place an appropriate size, high quality copier in their department at no additional cost.

Request Like for Like Copier Replacement

If your copier experiences numerous breakdowns and is not providing a quality service, the following steps are taken:

  • Place a call to the CCP Coordinator at 924-1566,
  • The service history is reviewed by the CCP Coordinator,
  • If warranted, a service technician is sent to review and evaluate the problem,
  • The technician will determine if the equipment is repairable or if a replacement is needed.

Request for a Replacement Copier

Criteria for Replacement Copier:

  • End of useful life as guaranteed by vendor at time of bid/purchase,
  • Actual and/or estimated volume,
  • Change in volume or technology needs,
  • Special feature requirements,
  • Review of service to determine if the equipment is experiencing excessive repairs and down time.

A request for replacement of existing equipment is made by contacting the CCP Coordinator. Placement will be determined based on the information received and availability of equipment.

Request for New Copier

To request a new copier, contact us. A dedicated electrical line is recommended for all CCP copiers. When electrical lines are shared with other electrical items like computers, refrigerators, microwaves, printers, faxes, fans, heaters, etc., problems may be experienced with copier circuits causing jams, fires, and destruction of internal circuits.

Request to Move a Copier

Never move a copier without the permission of the CCP. Requests to move a copier should be directed to the CCP Coordinator. The CCP Coordinator will determine whether the move will be handled by campus movers or outsourced to a service provider.

Scope & Justification

  • CCP is a University-wide Program created to monitor and negotiate copier costs for the entire University and to provide copy services at a reduced cost for everyone. By purchasing copiers, services and supplies in bulk quantities, CCP is able to pass these savings onto the program members in the form of competitive copier costs that remain constant and do not jump from year to year.
  • Traditionally, vendors charge extremely high prices to service and supply individual copiers. CCP has contracted prices for supplies and service for the life of its copy machines. The size of CCP contracts allows for the most cost-effective volume discounts.
  • By partnering with fewer maintenance providers, CCP has contracted for guaranteed 4 - 6 hour copier service and loaner copiers when parts or repairs will take more than two workdays.
  • CCP saves University staff considerable time by being a central contact for all copy supplies, service and assistance.
  • Campus-wide use of the CCP insures that SJSU has a healthy program available to all, even those smaller departments who on their own could not afford to provide this service for themselves.
  • Campus-wide use of the CCP insures maximum use of SJSU's capital outlay for copier equipment. All equipment is used to its maximum life before being traded in against the purchase of new equipment.

Supplies

Departments are responsible for maintaining the inventory of paper for their copiers. Paper can be purchased on-line from Office Max using the campus procurement card. The CCP provides all consumable copier supplies and a full service maintenance contract. The Key Operator should maintain adequate supplies of toner, staples, etc. with the copier. As needed, the Key Operator can request additional supplies using the CCP Supply Order form.

 

 

 

Thomas Ballinger, C.P.M., Coordinator,
Campus Copier Program

San José State University
One Washington Square
San José, CA 95192-0047
408.924.1566 | contact us
Fax 408.924.1534

Located in Clark Hall 500
Hours: 8:00AM to 12:00PM
1:00PM to 4:00PM
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