Policy
Printers are strategically placed throughout Dining Services to help employees complete job functions. Dining Services contracts with Les Olson Company for managed print services. Printer purchases are made by the Dining Technology Group.
Printers - Employee Terms of Use
Employees will follow printer terms of use when using Dining Services printers.
1. Printers will be used for work-related purposes only. Personal use must be limited and not interfere with work responsibilities.
2. Employees will use color printing sparingly and only when necessary, considering the higher cost associated with color ink/toner.
3. Any documents containing sensitive or confidential information should not be left unattended in the printer.
Procedures
1. Printer Purchasing
a. The Dining Technology Group will only purchase printers through Les Olson Company (“Les Olson”).
b. All printer purchases are made by the Dining Technology Group. Department management can request printers by emailing dininghelpdesk@byu.edu. Employees will not set up non-Les Olson printers in Dining Services areas. Dining Services only authorizes Les Olson printers for use in office settings. This helps managers so they don’t have to worry about dealing with printer-related issues. Any exception to this procedure must be approved by the Dining Technology General Manager.
c. Dining Services departments should not purchase ink cartridges since Les Olson is under contract to provide these at no additional cost to Dining Services.
2. Printer Support
a. All department printers are supported by Les Olson, indicated by a Les Olson sticker with each printer's ID. Les Olson remotely monitors ink levels and should proactively deliver replacement ink when necessary. However, if a printer runs out of ink and replacement ink has not been delivered, contact Les Olson by calling the number on the sticker and providing the applicable ID. If a printer has a mechanical issue, follow the same procedure and contact Les Olson.
b. Any other request relating to printers (such as new printer requests or getting a printer installed on a computer) can be made by emailing dininghelpdesk@byu.edu or calling 801-422-2055. When installing a printer on a computer, technology staff should ensure that it is set up to default to black and white printing.
c. Printers will only be physically moved by Les Olson or IT staff in coordination with the Dining Technology Group.
3. Printer Billing
a. Les Olson bills Dining Services monthly by printer usage per page. Dining Services allocates this expense to each operating unit by printer.
b. Les Olson sends Dining Services a quarterly report with statistics on printer usage by printer. Dining Services will send this information to department managers so they can see the components of printer expense in their areas.
Additional Information
Revision History
- 11/9/2023 - New policy approved by the Dining Executive Team.
