OTS Group Printing Policy

IIT faculty and staff members may request group printing accounts for research and administrative activities. A group printing account includes a shared login for computers in OTS labs and shared access to group printing funds. The account activity and fund balance can be monitored through the group’s myIIT account. Policies and procedures related to the group printing service are owned and managed by IIT's Office of Technology Services.

Student members of the IIT community may not request printing groups personally, but faculty members may request a group printing account on behalf of research or academic-related student groups. Faculty or staff members may also request a group printing account for university research and administrative activities. The sponsoring faculty or staff member is responsible for deposits to and management of group funds, distribution of login credentials within the group and any password changes. Under no circumstances will OTS be responsible for refunding printing balances that have been depleted by unauthorized usage.

Group printing account activities shall be regulated by the conduct standards outlined in IIT's Student Handbook, Faculty Handbook, the Office of Technology Services Use of Computer Resources Policy and related Acceptable Use policies.

PROCEDURES

Authorized faculty and staff members may request the formation of a group printing account by completing the Group Printing Account Request Form. The faculty/staff requestor must include their iit.edu email address, which will be the primary means of communication between the OTS Support Desk and the group.

Printing system administrators shall review the requests a minimum of once per business day. The administrators will either approve or deny each request in the approval queue.

Reasons for denial include: group requested by a student; group requested by a faculty member on behalf of a nonacademic student organization which is not registered with the Office of Student Activities; group requested by a faculty, staff or alumni for a stated purpose that violates IIT's policies on the use of computer resources. All legitimate group requests will be approved within 3 business days.

If a group request is denied, an explanation shall be included with the denial, which the requestor will receive via email.

Once a group has been approved, the sponsoring faculty/staff member will receive an email to their iit.edu email account, with the login credentials for the account. The account username will be generated by OTS and the initial account password will be the sponsoring member’s default password: MMDDXXX. Where MMDD is the 2-digit month and day of the individual’s birthday and XXXX is the last 4 numbers of their CWID. The sponsoring faculty/staff member will be responsible for logging into the group myIIT account, changing the password and sharing the group account username and password with the other group members.

The OTS Support Desk will have no monitoring authority of the account balance, frequency of usage, group members or other aspects of the group. However, technical support questions should be directed to the OTS Support Desk.

If the printing group owner has left IIT's employment an eligible faculty or staff member must request in writing to become owner of the group, within 30 business days. Approval of new ownership for an existing group shall follow the same guidelines and timetable as the creation of new printing groups.