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Department Equipment Requests, Rates and Agreements

Imprints, UC San Diego's Print Resource Center, provides multifunctional machines to departments and units on and off campus.

Increase Efficiency and Reduce Costs

Digital multifunctional machines are the most modern type of equipment. Available in both black/white and color models, they can provide standalone functionality or be integrated with a centralized network. Combining printing, faxing and scanning can greatly reduce your space requirements, energy consumption and verall costs.

Department Equipment Agreements

Black and White Equipment Agreements

Services include:

  • Paper (letter and legal sizes) – Your cost per page includes paper, though we require a monthly meter reading to determine your actual volume and paper entitlement. If you need more paper than actual copy usage, please purchase additional paper through Marketplace for convenience and approved paper types.
  • Toner – Beware of supplier scams offering toner or other supplies. (See  how to identify a scam.) 
  • Service and all other supplies are provided as part of the cost-per-page rate, commensurate with your machine usage.
  • Phone-in help desk assistance and onsite equipment service and maintenance
  • One professional key operator training for all the machine and networked features is provided on all console, not desktop, multifunctional machines. Imprints provides one free training at installation. You can request additional training sessions for an extra charge.
  • Training on copier/walkup features as needed

Departments are responsible for:

  • Loading paper and toner bottles/cartridges
  • Installing staples, if machine is equipped with a stapler
  • Reporting monthly meter readings
  • Ordering paper and supplies from Imprints
  • Clearing paper jams and handling minor operational problems
  • Assigning a key operator and informing Imprints help desk, (858) 534-2377, when changes occur
  • Notifying Imprints when:
    • The machine needs to be moved or picked up
    • Any billing/index number changes occur

Color Equipment Agreements

Services include:

  • Toner, staples and service are provided as part of a per-copy rate. Beware of scams offering toner or other supplies. (See details on how to identify a scam.) 
  • Phone-in help desk assistance and on-site equipment service and maintenance. 
  • Training on copier/walkup features as needed
  • One professional key operator training for all the machine and network features is provided on all console, not desktop, multifunctional machines. Training is provided once at installation at no charge. You can request additional training sessions for an extra charge.

Departments are responsible for:

  • Loading department-provided paper
  • Replacing toner and drum cartridges and waste containers
  • Installing staples, if machine is equipped with a stapler
  • Ordering supplies through Imprints
  • Reporting meter reading each month
  • Clearing paper jams and handling minor operational problems
  • Assigning a key operator and informing Imprints help desk, (858) 534-2377, when changes occur
  • Notifying Imprints when the machine needs to be moved or picked up
  • Ordering paper through Marketplace, or other source (Imprints recommends 28-pound paper)

Equipment Rates

Imprints equipment has low rates that include everything you need for your machine. Rates vary depending on machine model and configuration.

  • A low base-impression rate for all equipment applies up to the minimum monthly volume.
  • A lower "overage rate" may apply once the minimum volume has been exceeded, further reducing the average cost per impression.

How to Request Equipment

When you request a new machine, Imprints will need this information:

  • The name, phone number, and email address of the department contact (key operator)
  • Any space restrictions
  • Desired machine features
  • Anticipated monthly volume—required if not replacing another Imprints provided machine
  • Preferred billing method
  • Budgetary restrictions
  • The name, phone number, and Mail Code of your department's financial contact

If you request a replacement for an Imprints provided machine, you will need the current machine number.

Submit an Equipment Request Form.

  1. Print and complete the Equipment Request Form (PDF).
  2. Submit the completed form to Imprints in one of three ways:
    1. Mail it to Imprints at Geisel Library, Mail Code 0175-I
    2. Fax it to (858) 534-8811
    3. Email it to Gina Webb

With necessary authorizations, the process generally takes two to three weeks but can range from one week to several months, depending on equipment availability.

Training and User Manuals

Training

If your department has an Imprints machine, you can schedule onsite training for key operators and staff by calling Imprints help desk, (858) 534-2377.

A professional trainer provides key operator training on on all network features all console, multifunctional machines. Training is provided once at installation at no charge. Additional training sessions may be available for an extra charge. This service is not provided for small desktop units.

In the training session, a technician demonstrates how to:

  • Use all the machine’s installed and configured and network functions
  • Load paper, add toner and replenish staples
  • Clear jams and resolve other minor problems

User Manuals

Your department receives either a printed or online user manual with each machine. This manual must remain with the machine for user reference if problems arise and must be returned to Imprints when the system is removed or returned to avoid manual replacement charges to the department.

How to Order Service and Supplies

  • Call the help desk, (858) 534-2377.
  • Email supplies_repairs@ucsd.edu.
  • Use our online forms.
    • For service requests, use the second form under department machines.
    • For supply orders, use the third form under department machines.

Questions?

Contact an Imprints expert.