Creating Effective Print Policies for Schools

In today's educational environment, managing resources effectively is critical. One area that often goes overlooked is the school's print policy. If you’re an educator, administrator, or IT professional looking to develop or refine your school’s print policy, you’re in the right place.

Strategic Technology Partners of Texas (STPT) has extensive experience in providing print and technology solutions to schools for nearly 40 years, and we’ve learned a thing or two about what works and what doesn’t.

In this article, we’ll share valuable insights into developing a robust print policy tailored for schools. We’ll draw on our extensive experience and best practices we’ve shared with our clients. By the end of this read, you'll have a solid understanding of what a good print policy entails and how to implement one effectively in your institution.

What is a Print Policy, and What Is Its Purpose?

A print policy is a set of guidelines designed to regulate and manage printing activities within an organization. For schools, this policy ensures that printing resources are used efficiently and cost-effectively while minimizing waste.

Purpose of a Print Policy

• Guidance: Provides clear instructions for printing tasks.
• Cost Management: Controls expenses related to printer usage, maintenance, and supplies.
• Environmental Impact: Reduces paper and ink waste, supporting sustainability efforts.
• Security: Ensures sensitive information is handled appropriately.

Why Schools Need a Print Policy

Schools often face budget constraints and must make the most of their resources. A well-crafted print policy helps standardize practices, enhance accountability, and improve efficiency.

School budgets play a crucial role in shaping print policies. Schools receive funding from multiple sources. In the United States, a certain amount of federal money is allocated to each state for education, but states rarely spend 100% of their public school funding. This underspending impacts how schools manage their limited resources. Typically, 85-90% of school-based spending goes towards staff salaries, leaving a smaller portion for discretionary spending on technology, supplies, and other resources.

This financial constraint means that schools must carefully manage their remaining budget, making an effective print policy essential. By controlling printing costs, schools can better allocate funds to other critical areas, ensuring all students have access to the necessary resources.

Who Sets and Enforces the Print Policy in Schools?

When a school creates a print policy, it's a team effort involving key players. The School Board or Advisory Council provides high-level approval and support, while the Superintendent or Principal champions the policy and ensures it matches the school's goals. The Chief Information Officer (CIO) or IT Director takes charge of the technical side and oversees its implementation.

And of course, our dedicated teachers and staff (along with students) follow and enforce these guidelines in their day-to-day activities. 

Markers of a Good School Print Policy

A successful print policy is characterized by the following:

• Clear Objectives: Defines specific goals related to cost, efficiency, and sustainability.
• Stakeholder Buy-In: Ensures that all relevant parties understand and commit to the policy.
• Accessibility: Makes the policy easy to understand and accessible to everyone involved in printing tasks.
• Regular Updates: Adapts to new technologies and changing needs.

Example of a Good Print Policy

Here's a simplified version of a school print policy:

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Print Policy Version: 1.0 | Date: 03/15/2019

►Summary:

This document outlines the requirements for print policy, printing services, and equipment management. It aims to provide effective guidance to all school employees for printing and print services.

►Purpose:

To offer guidance on producing internal printed materials and managing output devices like network printers, copiers, and scanners.

►Scope:

Applies to all school locations and covers network and non-network printing equipment.

►Responsibilities:

IT Department: Manages networked printing equipment, maintenance, and consumables.

School Employees: Use printing resources responsibly.

►Equipment Standards:

Networked devices preferred.

Duplex (double-sided) printing set as default.

Monochrome printing standard, color printing for specific needs only.

►Governance:

All deviations from the policy must be approved by the managing director with a business case.

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For those interested in the full, detailed print policy, including specific responsibilities, equipment configurations, and governance standards, please contact Strategic Technology Partners of Texas (STPT). Our experts can provide comprehensive guidance and customize the policy to suit your school's unique environment.  

Tips for Creating a Good Print Policy

Developing an effective print policy involves several key steps:

Assess Current Printing Behavior:

• Analyze current printing practices to understand usage patterns, costs, and areas of inefficiency.
• Identify high-volume users and departments to target for optimization.
• Ask other institutions if they have a print policy to gather insights and best practices. Or rely on your print vendor to help you create one.

Set Clear Print Guidelines:

• Establish rules for what should and shouldn’t be printed.
• Define acceptable use cases for color printing, duplex printing, and personal printers.
• Keep the guidelines simple and easy to understand for all staff and students.

Implement Print Tracking and Monitoring:

• Use print management software like Y-Soft SafeQ to track printing activity and enforce policies. This software helps monitor who is printing what and when, allocates costs to departments or individuals, and can set print quotas to limit the number of prints per user or department.

• Consider engaging Managed Print Services (MPS). It can provide regular maintenance and support, supplies management, and expert consultation to help optimize your print environment and enforce policies effectively.
• Regular monitoring helps identify and address any deviations from the policy, ensuring compliance and efficiency.

Encourage Responsible Printing:

• Educate staff and students about the importance of reducing waste and conserving resources.
• Promote practices like double-sided printing and digital document sharing.

Review and Update the Print Policy Regularly:

• Periodically review the policy to ensure it remains relevant and effective.
• Update guidelines based on feedback and changes in technology or school needs.

Lastly, ensure you communicate the print policy each year to new teachers, staff, and administrators to ensure everyone is informed and accountable.

How Can STPT Help?

Creating and enforcing an effective print policy is essential for schools to manage resources efficiently, reduce costs, and support sustainability. By following the guidelines and best practices shared in this article and leveraging tools like print management software and managed print services, schools can significantly improve their printing practices.

Read our blog on whether managed print services are right for your school to learn about the pros and cons.

Strategic Technology Partners of Texas (STPT) is here to assist you every step of the way. With nearly 40 years of experience providing technology solutions to schools, we understand your needs and are equipped to help you implement a print policy that works.

Interested in learning more about how Managed Print Services can benefit your school? Discover eValet, our comprehensive MPS solution, and see how it can optimize your printing operations. Click the image below to learn more.