Frequently Asked Questions

Why does Penn State have a Copier Management Program?
By contracting with a single vendor for all of our copier-related needs, we are able to get the best service and products for a very competitive price. We would not realize the same savings if we had separate contracts with several different vendors.

Also, it is important that your department has the proper size of device for the volume and type of copies you make. The Copier Management Program makes sure that departments have the devices that are best suited to their particular needs.

What kinds of features will my device have?
All devices feature collators and automatic feeds, and they can all print, copy, fax, and scan. All devices also allow you to make two-sided copies, reduce the size of the page being copied, and assign codes to individual users or departments so you can monitor usage and assess the appropriate charges. Other features will vary depending on your department’s needs. Please note that face-up copiers are not available at this time.

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I’m happy with the copier I have now. Do I have to get a new one?
You can continue to use your current copier if you choose. If you decide you want a new device, contact the Copier Management Program to discuss your options. The Copier Management Program can also help you upgrade your current device at any time.

Will I need to sign a lease or a rental agreement to participate in the program?
No. You will not have to sign a lease or a rental agreement, so you’ll have the flexibility to move or exchange machines as your needs change.

What are the fees associated with the program?
The Copier Management Program is a cost-per-copy program. You pay a per-copy fee for a guaranteed annual amount of copies and reduced per-copy fee for copies made over the guaranteed annual copies every year. Maintenance, supplies (except paper and transparencies), parts, installation, and training are all included in your per-copy fee.

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Will I be able to help choose my department’s device?
Copier Management Program and IKON staff will carefully evaluate your copier usage and work directly with you to find the device that is best for your department. You will have a lot of input into the features your new device will have, but only certain models offered by IKON will be available to you. You will also be able to choose from several optional features. Upgrades will be available for an additional charge.

My current vendor always responds promptly to my service requests. But now that there is only one vendor for the entire University, I’m worried that service will suffer. What should I expect?
You have no reason to worry. Quality of service was one of the most important factors we looked at when selecting a vendor. We are confident that IKON will be able to handle all of the University’s service needs promptly and efficiently.

Are color copiers available through the Copier Management Program?
Yes, but they tend to cost more than comparable black-and-white devices. Copier Management Program staff will work with you to determine your color-copying needs and assist you in making the choice that’s right for your department.

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Another vendor gives me better pricing than I can get through your program. Why can’t I use that vendor instead?
By contracting with a single vendor for all of our copier-related needs, we are able to get the best service and products for a very competitive price. The University would not realize the same savings if each department had its own individual contract. All vendors had the opportunity to submit a proposal outlining a plan for meeting the University’s copier needs. We solicited and reviewed proposals from many different vendors before choosing IKON.

How will the Copier Management Program handle requests for special features like fax/digitization and ADF (automatic document feeder) trays?
When you are ready to obtain a new device, the Copier Management Program and IKON will assess your current and anticipated needs and help you choose the most suitable device. All devices can be customized to fit your exact needs.

Will there be a limit on the number of devices each area is allowed to have?
Because the goal of the program is to make sure devices are placed in the areas where they are most needed, departments will need to meet certain minimum requirements in order to get a device.

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Are public copiers included in the Copier Management Program?
No. The Copier Management Program is for staff copiers only.

Since I won’t be purchasing my device, will I be able to move it or get a new one if my needs change?
Yes. Our contract allows for the upgrade or downgrade of devices if there is a significant change in a department’s operating needs after the initial placement. Since many of the features are modular, you can also easily add features if your needs change.

Will the devices accept credit cards?
Not at the current time.

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View IKON FAQ's for more information.