Semester &Year: Fall 2017 Date:     March 23, 2017  $20,018.90 Submitted by: Undergraduate Student Gov. Freshman Class

Email Address:   wkonishi@mines.edu    Ext:      

Title of Proposal:      Ore Print Expansion into Residence Halls and Student Center Department/Organization:  Undergraduate Student Government (USG)  

Budget Information

Tech Fee Request

Direct Match*

(Cash)

Total $ To Be Expended

Other Contributions (In kind, disc, etc)

Total Project Value

Equipment $20,018.90     

  $6,124.00   $26,142.90 $6,700.00 $32,843.00

Software             0.00       0.00 Maintenance             0.00       0.00 Operating & Supplies             0.00       0.00 Student Help             0.00       0.00 Other (attach detail)             0.00       0.00 Total…….. $20,018.90 $6,124.00 $26,142.90 $6,700.000 $32,843.00 *Notes: Direct. Match must be actual funds that are or will become available to be applied to direct expenditures. General

department/organization technology operating or support costs are not appropriate. Work-study funds cannot be identified as matching funds. Use the “Other Contributions” column if applicable for faculty/staff/student time, vendor discounting beyond normal academic discounts, previous investments or purchases, and other in-kind contributions. Documentation of matching fee expenditures must be provided to Technology Fee Account Manager as expenditures are made if a proposal is funded. The same matching funds cannot be used in more than one proposal (ie. If all proposals from a dept/organization are funded, then the sum of all matching funds must be committed.) All proposals from academic departments must be acknowledged and ranked by their Department Head.

Proposal Executive Summary The Freshman Class of the Undergraduate Student Government at the Colorado School of Mines is requesting that five Ore Printers be funded by the Tech Fee Committee. These printers will be distributed, one each, in the following residence halls: Vanderwerker Lounge (Traditional Halls), Maple Hall, Elm Hall, Weaver Towers, and Perez Lounge (Traditional Halls). The reason behind this proposal is to supply every first year student with the resources to print from their residence at any time. While only a minority of students own a printer, every student takes classes that require printing. We are addressing this problem for the long term by providing printers in the most accessible places possible. Student Life has already approved the addition of Ore Print to the Student Center and is donating it ‘in kind’ in this proposal. The current freshman class contributes to the overpopulation and exhausted overuse of the free printing services offered by the Center for Academic Services and Advising (CASA) as well as the similar practice offered by the Multicultural Engineering Program (MEP). In discussion with CASA, their free printing services have proven too demanding resulting in a current calamity in which they are reforming and discarding their current printing system. While CASA should not be expected to provide this unsustainable service, without printing at CASA, first year students would be without a necessary service. Given the success of this proposal, CASA will switch over to Ore Printers and supply printing services to freshmen and the broader population through the use of Ore Print cards. The same model will be used in residence halls and with all new stations equipped with Ore Printers. The current problem is that the Colorado School of Mines lacks universal printing services that many competing universities possess. There is no joint printing system between academic departments, student life, and residence life to make printing accessible and complimentary. This proposal will benefit new first year students by supplying every campus resident the opportunity for printing. It will also provide a solution to CASA’s exhausted printing resources. The overarching goal of this and CCIT’s proposal asking for funds leading to complementary freshman printing is to provide a certain number of free prints to students as part of the duty that a world-renown university has. There exists current Ore Print stations in select locations across campus, and this proposal would work to build on CCIT’s plan to expand Ore Print campus-wide. This proposal, if passed, will be a stepping stone for the future of printing at Mines; allowing for universal accessibility as well as efficiency in a campus-wide printing program.

This section must be fully completed for your proposal to be considered

Is this request part of a continuing project for which you have received previous technology fee awards? ☐ Yes ☐ No If yes, how many awards and how much funding have you received for this project during the past 3 years? N/A      

What is the proposed project lifetime or life expectancy of resources to be acquired?      The life of any single printer depends on the utilization it receives. This could be as little as one year or up to five years. Funding for future printer refreshes will come from a sustainable Ore Print funding mechanism that is being identified by CCIT.

Where will the resources acquired be located (please attach a picture of the space)?  See Attached Images for Printing Space as well as accessible Networking and Power  

Does this change the use of the existing space? ☐ Yes ☐ No If Yes, how is the space used now?  N/A

What impact will acquiring these resources have on cooling, power, and other building infrastructure? If there is any impact, the requirements must be discussed with the Office of Design/Construction and Facilities Mgmt

 No impact, other than requiring 2-3 electrical outlets and network connections per station. Stations will be positioned where there is existing electrical. CCIT is aware of the need for network connectivity and will be providing or paying for that infrastructure.

Will this project require additional network wiring or ports, have other impacts on the campus network, or involve the provision of wireless networking services in any way? ☐ Yes ☐ No

If yes, you must coordinate those activities with the CCIT networking staff

All wireless projects are subject to the campus wireless network infrastructure policy at http://inside.mines.edu/UserFiles/File/PoGo/Policies/CIT/CIT_Wireless_Network_Infrastructure.pdf

If yes, explain:  Perez lounge will require an extension of the networking from the main desk area that will be payed for “in kind” by CCIT.  

Who will manage the resources? CCIT will provide paper and cartridges for the printers that will be funded by the per-page cost of printing. Replacing the printer cartridges and refilling the paper station will fall into the responsibilities of the nearby department- or in this case residence hall front desks.

Will other resources be retired or replaced if you receive this award? ☐ Yes ☐ No If yes, what do you propose to do with the old resources?     N/A 

Explain the impact on both departmental and central support staff as a result of acquiring these resources. Include in your discussion the consequences of reusing the old resources as well as the impact of acquiring new resources:      CCIT would add each new printer location to their help desk locations. The networking ports will utilize unused ports. The resources to be reused are the existing CASA printers which will only need a release station to transfer over to Ore Print.

What will the primary use of the requested resources be? To give first year students local printing locations that are accessible at all times.

How many students per semester will use the requested resources? Residence Halls- Approx. 1000 students; Student Center- Approx 2500 (given that the library experienced 2432 unique users and CTLM experienced 2748 unique users last semester)

How many hours per week will the requested resources be committed to scheduled, supervised lab or classroom use? The requested resources will always be available in residence halls. The requested resources will be available in CASA during business hours.

How many hours per week will the requested resources be available in an open use / open lab environment?      24 hours a day, seven days a week in the Residence Halls- except during periods in which the halls close such as winter break.

http://inside.mines.edu/UserFiles/File/PoGo/Policies/CIT/CIT_Wireless_Network_Infrastructure.pdf

Who will be permitted to use the resources (which students, in what classes or options, under what restrictions, etc)? First Year students living on campus for residence halls printers, all undergraduate and graduate students for the Student Center printer

TECHNICAL OR STRATEGIC BASIS FOR PROPOSAL: Expanding Ore Print is a necessity that stands to make affordable, convenient, and efficient printing services available to the current and future student body. The current state of Ore Print is a system of printers stationed in select buildings on campus that are underpublicized and therefore not used to their potential. This does not take into account the free printing services offered at CASA. While the free printing offered at CASA is very popular within the entire student body, there is usually a large sum of people trying to print lengthy documents and the line of students waiting to print occasionally reaches out the entrance door. During the Fall 2016 semester, there were 21,471 instances wherein a student checked-in to CASA to “print”. This equates to an average of 225 students per day (business day). Of the 21,471 printers, approximately 2,500 unique individuals “signed in”. This accounts for over half of the undergraduate population. In Fall 2016, CASA averaged 1,900 pages (sheets of paper) printed per day (business day). This equates to approximately 8.5 pieces of paper per student, per day. The printer driver (which costs approximately $450.00) is equipped for 225,000 prints. CASA had to replace this driver in September, and replace the driver again in early February as they had already exceeded more than 230,000 prints. At this time, printing is a $3,250.00 per semester fiscal commitment (ink, paper, repairs, etc.). So it is clear CASA is in trouble, we want to guarantee this does not hurt the freshman class next year. Attached in the supplementary materials is an official statement made from Colin Terry in CASA. While the benefit to the individual students are great, the long wait time, the inefficiency of the process, and the limited locations where one can print calls for a solution to make printing on campus affordable and sustainable. The proposed solution to this problem includes new locations for Ore Print including new printers within each residence hall and the Student Center. This will allow for the distribution of students printing on the Mines campus to be evenly spread across various locations. This, in turn, will mostly benefit first year students since they are primarily the ones living in the residence halls. This will provide for an easier transition into the busy and unpredictable college lifestyle that to which they are becoming accustomed. However, first year students will not be the only ones to benefit from Ore Print’s expansion. All students, both graduate and undergraduate, will be able to enjoy expanded printing access with the new printing station in the Student Center. The Student Center printing station has already been purchased by Student Life furthering the support and backing of an expanded printing system. This location is a central and fundamental location on campus. This printing station has already been equipped with ports from CCIT’s team and is centrally located where students will often pass it on their way to class or the Periodic Table. This will allow for students to enjoy more accessibility to affordable printing services. After discussing the possibility of expanding the amount of printers in CASA to better suit the problem of overcrowding and long wait times, we have concluded that does not address the issue of students printing lengthy documents and increasing the inefficiency of the printing process. The gathering area within CASA cannot expand so including more printers in the room may

even create more of a jam of students attempting to access the printers. This, therefore is not a sustainable solution and further encourages the need to create more printing locations around campus to serve the needs of the students and allow CASA to use its energies and resources more effectively. Other printing options would require first year students to bring printers to college with them, which is financially impossible for most. The Multicultural Engineering Program (MEP) is the second option current students have when looking for printing services. While this is a great resource, only a minority of students on campus are involved with MEP, and many students may find it exclusive even though the program is run with acceptance and open doors. These printers require two to three electrical outlets and networking connections per station. Representatives from CCIT and USG were able to select locations in each residence hall with these requirements already fulfilled. For those locations in need of additional networking, CCIT has agreed to pay the additional funds. The lifespan of the typical printer varies anywhere between one to five years depending on the usage. Funding for future printer refreshes will hopefully come from a sustainable Ore Print funding mechanism that is being identified by CCIT. CCIT will also provide the physical paper and ink cartridges for all the printers. The department closest to each printer (Residence Life front desks) will be responsible for reloading paper trays. These printers would be installed over Summer 2017 and would be operational for the Fall 2017 semester. This proposal is necessary. Without approval, there will be no identified solution to printing on campus. First year students will no longer have the same access to CASA as this previous term, and many will be forced to find other options of printing such as purchasing a printer or making frequented trips to the library to pay per sheet. This proposal will provide accessible printing for every first year student.

EDUCATIONAL AND OTHER BENEFITS THAT WILL ACCRUE:

The current printing situation mainly affects underclassmen, specifically those who live on campus, because of their need for accessible and cost effective printing. Although the majority of students affected by printing are underclassmen, this does not exempt upperclassmen, graduate students and other staff members from similar printing issues. The benefits of this proposal will be available year-round during times the school is open. During the Fall and Spring semesters, all first year students will have access to these printers. It is estimated that 1,100 first year students will comprise next year’s Class of 2021. This allows for a quarter of the undergraduate population to have access to the residence hall printers, while every student at Mines, undergraduate and graduate, will have access to the Student Center printer. Having a sustainable solution for the future of printing on campus allows all students the benefit and opportunity to print the necessary documents needed for classes, extracurricular activities and daily life. Because printing is an important tool for all students to have in order to thrive and succeed at Colorado School of Mines, especially due to our student’s heavy workload, these new Ore Print stations will primarily benefit students’ education throughout the entire academic year. The approval of this proposal means several things. First, the printing location options and printing hours will greatly increase across campus. This will provide more accessibility for all students, which in turn will benefit their daily schedules. Second, Ore Print will become more visible and publicized as a technology option which will in turn increase the utilization altogether. If there is an increase in users, Ore Print has the potential to expand in the future in order to provide an even wider range of accessibility on campus. Third, this proposal will offer a better means of sustainable printing for all students. The goal of this entire proposal is to integrate a sustainable plan that can be implemented, beginning in the 2017-2018 academic year. Because of this added accessibility, Ore Print will continue to prosper because of CCIT, CASA, and USG’s support. The cost of sustainability is included in this proposal. For future sustainability measures, an increase in the Technology Fee is another possible solution that is currently being evaluated by CCIT and will be brought to USG and GSG for approval. If the proposal is not funded several things will occur. First, free printing will, in general, cease to exist as an option for students on and off campus. CASA cannot continue to provide free printing for students because they cannot afford to run at a deficit any longer. Printing will be an expenditure for all students affecting the learning environment and making it increasingly more difficult for all students and professors at the Colorado School of Mines. Second, there will be a misuse of space that could potentially benefit the students. Specifically, Maple Hall has an Ore Print station; however, there is no printer. Much of the space on campus needs to capitalized on in order to best benefit the student body. Third, the campus will still have an accessibility issue, placing stress on the existing, limited printing options. Lastly, if the proposal is not funded, CSM will continue to be one step behind other universities. As an engineering and technologically renowned school, printing should not be an issue for any student attending. Most universities provide printing as a resource to encourage students to succeed. Ore Print must expand in order to support the heavy course load and standards that students are expected to meet. The students attending the Colorado School of Mines will benefit from the expansion of Ore Print because it

will begin to meet the high demand for printing and increase accessibility throughout campus. BUDGET DETAILS AND NARRATIVE:

OrePrint printers and release stations are quoted by CCIT to ensure consistency and compatibility These quotes were provided by them.

The total cost of the entire printing proposal is $32,843.30 However we are receiving funds and help from: USG Budget - $2,500.00 Student Life’s Printer - $6,124.40 CCIT - $4,200.00 Total amount Matched and Support - $12,824.40 To give a total requested amount from the committee: $20,018.90

SUPPLEMENTARY MATERIALS: CASA Statement Made By Colin Terry: CASA cannot burden this institutional need alone and it is no longer fiscally responsible for CASA operational funds to be used in such an unsustainable and uncontrolled manner. This is to say nothing of the business operations challenge the magnitude of printing has inflicted on our professional and paraprofessional staff. Accordingly, we will pursue an Oreprint Station in May, at the end of the academic term. We support CCIT and USG’s effort to find a sustainable and long-term efficacious solution which includes multiple print locations and multiple print options. And I happily extend my services and support to this effect – however must helpful.

Vanderwerker Lounge

Maple Hall

Elm Hall

Weaver Hall

Perez Lounge