Printing and photocopying policy and guidance for students

1. Introduction

From September 2018, and in response to student feedback, the University of West London has revised its policy for student printing and photocopying.

The University now provides free black and white (mono) printing and photocopying on all student multi-functional devices (MFDs) for academic purposes and within reasonable limits. A significantly reduced charge will apply for colour print output (see the table of charges in Appendix A).

1.1 Rationale for this policy

• 1.1.1 Where possible the University seeks to deliver teaching and learning materials and documentation in digital form so that these can be accessed from any location on a wide variety of devices.
• 1.1.2 Students must submit coursework electronically across all disciplines where practicable and details of how to do this are usually found in Course Handbooks and Module Study Guides.
• 1.1.3 Students are encouraged to work digitally as far as possible. To enable material to be stored safely and used flexibly, extensive storage facilities are provided via Office 365 accessed through the Student Portal¹. The University, however, recognises that in the course of their study, students may need to print out or photocopy certain materials. Within the framework of this policy, and for black and white (mono) printing, this service is provided at no charge.

¹5TB of online Cloud‐based storage is provided through UWL OneDrive, accessible from the Student Portal – log in and click on the “UWL OneDrive” blue tile.

1.2 Sustainability considerations

• 1.2.1 Unnecessary printing and copying are not only detrimental to the environment, but cost the University significant sums which could otherwise be spent on further improving the student experience.
• 1.2.2 In collaboration with the Students’ Union, the University encourages students to consider the ethical and environmental implications of their actions, including printing and copying. Further guidance on ways to minimise your printing and copying requirements is provided in the guidance in Appendix A.

2. Scope of the policy

2.1 This policy provides free black and white (mono) printing and photocopying on all student multi-functional devices (MFDs) for academic purposes and within reasonable limits.
 
2.2 This policy applies to all enrolled students based in Ealing, Brentford and Reading. It does not cover the use of printing and photocopying facilities at the overseas campuses, or at the sites of collaborative partners, where local arrangements are in place.

2.3 It does not cover specialist print facilities in Schools or Colleges, e.g. in the London School of Film, Media and Design and the School of Computing and Engineering, where local arrangements have been put in place to ensure that students there also receive the necessary support.

3. Reasonable usage

3.1 The University recognises that students will have different printing and copying requirements and is alert to the needs of different courses and modules. Consequently, the definition of what is a “reasonable” amount of printing and photocopying will take into account the Course, School/College and wider University usage levels. It will also take into account reasonable adjustments that may be required by students with disabilities; those campaigning for election to the Students’ Union, or those actively involved in publicising student activities and groups.

3.2 Students whose usage is deemed excessive will be contacted in writing and will have the opportunity to inform the University of any relevant mitigating circumstances that may have contributed to excessive use prior to any consideration of misconduct.

3.3 The University reserves the right to periodically review and change the charges levied for printing.

4. Copyright law and permitted photocopying and scanning

4.1 Copyright law exists to protect the rights of authors, illustrators etc and breach of copyright is a legal offence as well as an infringement of University Regulations. Breach of copyright includes copying more than a certain proportion from printed and electronic books and journals, websites etc.

4.2 Students may only copy or scan a “fair” amount of a copyright-protected work, which is generally limited to one chapter from a book, a single article from a journal or 5% of a publication. This covers the vast majority of the print and electronic materials held or made available by the Library. For more details on what is permitted by copyright law see the Library website. Advice and guidance on copyright is available from Library Services, contact us at library@uwl.ac.uk.

4.3 Where students are found to have copied (printed or scanned) material in breach of copyright, this material may be confiscated and further action taken as set out in the University Regulations.

5. Unauthorised use of the printing and copying facilities

5.1 The following activities are not permitted on the University’s print/copy facilities:

• Printing or copying for personal uses not related to study or University business. If you need to copy or print non-academic materials, consult CDS

Print Services will be able to advise:

• Printing or copying on behalf of others.
• Printing, copying or scanning in breach of copyright (see above).
• Printing in breach of the Acceptable Use of Information Assets Policy

e.g. the printing of pornographic or otherwise offensive material.

• Excessive printing or copying.

6. Liability for misuse and disciplinary action

6.1 Excessive printing or copying, or other unauthorised use of printing and copying facilities as outlined above, will constitute misconduct as defined in Section 9(h) of the Student Code of Conduct concerning misuse of University property.

7. Advice and support

7.1 Further information on the University’s print facilities, including details of where MFDs can be found on campus can be found in Your Guide to IT services at UWL or by contacting the IT Service Desk (telephone 2222 from an internal telephone or help point; call 0300 111 4895 from any other telephone; or email ITServiceDesk@uwl.ac.uk).