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ASaP
Auxiliary Services and Programs
Budget & Planning
Business Services
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Meet this highly-skilled KSU alum, people-person and artist, Student Accounts Manager Cathleen Kiss
Get to know the ASaP Wunderkind, KSU alum and musician, Meal Plan Manager Rob Nolen
Guest Columns
On a Lighter Note...
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Copy/Print Codes:
What are they? How do they work?
by Gary Dalton
Every department, grant, or project on campus that needs to use the Copy/Print Multi-function Devices (MFDs) needs to have a unique Copy/Print code. This code is used in the PopUp that allows you to print to any of the MFDs and at the card swipes on each copier. When you print or swipe your card and input the four digit copy/print code, you tell the billing system what person is doing this job and what account the work should be billed to.
When the system first went in the default was that everyone got access to every code. While this has not been a major problem it does lead to some issues when codes are close such as 1245 and 1235 or 1605 and 1650. A slip of the finger puts the charges on the wrong account. In a recent system upgrade the default is no longer all codes for all employees. When you get a new employee you will need to send an e-mail to copyprint@kennesaw.edu and identify the new person and the code (or codes) they need to have access to. The update takes just a few minutes and we will let you know as soon as it is ready.
Recently we had a situation where department A noticed that their bill was higher than usual. When we looked at the reports there was a lot of usage on their account from a department card from department B and at an MFD that department A does not usually use. What had happened was that department B lost track of their department card and someone had used department B’s card and department A’s code to make copies.
The department cards were issued to support two specific types of copy/print activity. They can be used by student assistants when they are doing KSU work so that the department gets charged the admin rate and not the student rate for that work. Also the student card will not work on admin MFDs. The second use for department cards is to support student copy/print in the classrooms and labs when the instructor or lab assistant needs to help the student with a print or copy job.
Unfortunately, some departments simply leave their copy/print code posted by the MFD they use and their department card laying on the MFD for anyone to use. This can result in two undesired outcomes. The card can be used by students or anyone outside your department and you get the bill. You also cannot track usage within your department. Our system is set up to allow us to generate reports that track usage by department and by individual. These reports can also be requested at the copyprint@kennesaw.edu e-mail address and they can help you manage your copy/print use.
Please feel free to send report requests or any questions about the Copy/Print service to copyprint@kennesaw.edu. We can help you understand your usage and you can help us provide better service to you.
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