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HLS Print System

Important Notes

All new and returning students may access their printing accounts for use of the public print system at HLS. At the beginning of the fall semester, every student's printing account is credited with $100 in printing funds. After you have exhausted your $100, you will be debited for any subsequent printing you do and term billed on a monthly basis for any printing debts of $1.00 or more for the month in question. This will happen automatically; you will not receive any notification from the printing system when you transition from free printing to term billed printing. It is up to each individual to track personal printing usage. You may also, as indicated under "Printing Accounts" below, pay cash in advance to either pay down your term bill or avoid being term billed for any given month.

All new students already have printing accounts set up for them in the system. To use the account you simply need your HLS username and password. New students have been assigned a default print-system password of their Harvard University ID. Returning students retain their accounts, print-system passwords and account balances carried over from this past spring or summer.

Users may add cash to their print-system accounts also via Crimson Cash at the WCC B020 Student Help Desk. Ask at the Help Desk for details.

Important note about changing your password. Many students have mistakenly gone to the site for changing their e-mail password to change their print-system password. The correct site to synchronize your passwords for all online HLS services is:

1. If you are at the page you want to print, initiate the printing process as you normally would (in most Windows applications: File => Print, or click on the printer icon in menu bar), using the default printer presented in the subsequent "Print" dialog box.

2. You will next be presented with a dialog box querying you for "User ID" (HLS username) and "User PIN" (HLS password). Note: HLS username is not the same as your 8-digit Harvard University ID. Passwords are case sensitive. Usernames are not.

3. After successfully authenticating to the system, you will then be presented with a print-job confirmation screen. Here you will see the total number of pages contained in your proposed print job, cost per page, and total cost. Click "Print" or "Cancel" as appropriate. You are also given the possibility at this point of querying your account balances:

4. If you opted to print out the job, you can then retrieve your print-out at the appropriate printer.

Double-sided Printing

At any of the printers at HLS, you have the option of selecting to print either on both sides of the paper ("double-sided" printing) or on only one side ("single-sided" printing). Every printer at HLS has two versions, one for double- and ond for single-sided printing. The printers are clearly named in each case, with the printer name followed by either "double-sided" or "single-sded" to indicate the version supported. Double-sided printing is less expensive, costing $0.05 per printed side, with single-sided printing costing $0.10 per printed side. See below for further instructions regarding double-sided printing:

1. Windows: in the printer-selection dialog, select the double-sided version of the printer to which you want to send the print job.

2. Mac: in the printer-selection dialog, select the double-sided version of the printer to which you want to send the print job.  Select "Layout" from the configuration options (or click the down arrow to expand the print-options dialog) then select two-sided printing and choose binding option.


Free Printing of HOLLIS Web Pages

Printing of HOLLIS (Harvard's online catalog) web pages is free for anyone printing from a Windows computer (whether desktop or laptop). The print-system software used by HLS does not currently support this feature in Macs. Any print-system patron who does not have a print account may also print out these pages at no cost. These users must use the account username of "guest" and password of "guest" when the print dialog requests account information. Other users with accounts should use their usual account credentials -- the system will not charge their accounts.

Printing Accounts

1. Student accounts

All returning or new students have accounts in the system. Returning students' accounts are maintained till graduation. New students receive accounts automatically at registration. Students who do not receive printing-account information at registration should contact the Student Help Desk in WCC B020.

All students are given an annual free-printing allocation of $100 at the beginning of each academic year.

There are three types of printing balances associated with student accounts. The system checks these accounts for available funds in the following sequence when determining which balance to use in charging for a print-job. These terms also correspond to those used in the account balances display users may request from the print system:

     A.     Allocation balance: free printing

     B.     Deposit (or cash) balance: cash paid by student before billing cycle at beginning of each month October - May to decrease charge-balance accruals or to pay ahead against future months' charge-balance accruals. Students may do this at the Student Help Desk in WCC B020 or by contacting Jennifer Gordon or Tamy-Fee Meneide in Library Administration on the 5th floor of Areeda Hall. Cash added to printing accounts is non-refundable.

     C.     Charge (or credit) balance: costs incurred by student's printing in any given month, after depletion of allocation and deposit balances. During the first week of every month from October through May, monthly charge balances greater than $1.00 are sent to Term Billing for billing to students. These charge balances are then reset to $0.00, before beginning tracking of the next month's printing costs. There is a default maximum charge balance of $200/month. If this amount needs to be increased, the student may have this done at the Student Help Desk in WCC B020. In the current balances display users may request from the system, it is important to note that the figure for "Credit Account Balance" reflects charge accruals for the current month.

2. Cash (or walk-in) accounts

These are for anyone who is not a term-billed student at HLS who may need temporary printing services for a several days or weeks (typically, visiting researchers). They normally are given for a month at a time. The applicant pays cash in the amount of the expected printing requirements, selects a password and is given a username. The length of account validity may upon request be prolonged. Cash accounts are non-refundable.

These accounts may be created in two locations:

Student Help Desk in WCC Computer Lab 
Areeda Hall, 5th floor, Library Administration: Jennifer Gordon or Tamy-Fee Meneide: 9:00 AM - 5:00 PM, M-F
3. Faculty research-assistant accounts

These accounts are available for student research assistants printing on behalf of faculty. There is no charge for printing associated with faculty research. These accounts can be assigned at the Student Help Desk in WCC B020 or in the Library, 5th floor, Jennifer Gordon or Tamy-Fee Meneide. Research assistants applying for accounts should bring their professor's Harvard ID number or have their professors contact the Student Help Desk confirming the request.

Print Costs

Printing is currently charged as follows:

black-and-white laser output:
single-sided: $0.10 per printed side
double-sided: $0.05 per printed side
color laser ouput: $0.50 per page
all HOLLIS (online Harvard catalog) print-outs: no charge

Last modified: September 05, 2012

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