MEMORANDUM OF UNDERSTANDING (MOU)
This Memorandum of Understanding ("MOU") is made and entered into by and between NCSU WOLFCOPY and , hereafter known as Customer. This agreement outlines the terms under which WOLFCOPY will provide copier equipment and related services to support the Customer’s departmental operations.
SERVICE SUMMARY
| Category | Provided by WOLFCOPY | Provided by Department |
|---|---|---|
| Equipment | Multi-function Device (MFD) | Adequate space and power |
| Supplies | Toner and Staples | Paper (unless paper plan selected) |
| Maintenance | Repairs and routine service | Report issues to Helpdesk |
| Support | Dedicated Service Techs and CEI Technical Service | Network connectivity |
| Billing | Monthly Service Unit Billing | Maintain valid Project ID |
The terms of this agreement shall be for three (3) years, commencing on July 1st and terminating on June 30th. This lease will automatically renew for an additional one-year term on each subsequent July 1st unless the Customer provides written notice of cancellation at least one (1) month prior to that date. Should the Customer wish to modify this Agreement beyond the automatic renewal terms, written notice shall be given to WOLFCOPY 30 (thirty) days before the desired modification date.
WOLFCOPY offers the following services to the Customer upon entering the Agreement and as part of the lease cost:
a. Routine maintenance and repairs
b. Toner and staple supplies
c. Technical support through Commercial Equipment Incorporated (CEI)
d. Helpdesk support at 919-515-HELP (4357)
e. Network connectivity support and configuration
f. Print driver installation guidance
g. On-site service response target of 2-4 hours from the time of request (subject to staffing levels and service volume)
h. First-come, first-served service order processing
The Customer shall pay WOLFCOPY a rental sum as outlined in the chosen agreement for the said equipment and services. The rental sum shall be managed through a service unit billing system, requiring no direct action from the Customer.
Customer authorizes WOLFCOPY to initiate electronic billing transfer from the Customer's designated Project ID for the monthly rent and, when applicable, additional charges for services. It is the Customer's responsibility to immediately notify WOLFCOPY if the Project ID being used for billing changes or expires.
Customer will retain all leased equipment for sole operational use of the Customer’s department and may not be subleased or provided as a shared printing service without prior approval from WOLFCOPY.
The Customer remains responsible for any outstanding charges incurred under this Agreement prior to termination or equipment return, including final meter readings or service fees.
WOLFCOPY shall be responsible for routine maintenance and repair of the equipment and will ensure the device remains in normal working order, including providing toner supplies and technical support. Service requests will be addressed with an on-site response target of 2–4 hours during normal business hours, subject to staffing levels and service volume.
The Customer shall report any equipment issues, malfunctions, or damage to the NCSU Help Desk at 919-515-HELP (4357) before attempting any repair or relocation of the equipment.
WOLFCOPY will address issues resulting from normal operation and wear as part of the maintenance services provided under this Agreement. The Customer is responsible for damage to equipment resulting from misuse, negligence, or use outside normal operating conditions.
Any questions regarding repair responsibility or abnormal damage will be reviewed and determined by WOLFCOPY management.
Customer shall be responsible for the following operational requirements:
a. Network Connection: Copiers must be connected to a network data port.
b. Manual Meter Reading Fee: If a copier cannot be connected to a network port, the Customer may be assessed a $10.00 monthly fee for manual meter collection.
c. Print Driver Installation: Departments not supported by NC State Office of Information Technology (OIT) are responsible for pushing and loading print drivers after initial copier installation.
d. Adequate Space: Customer must provide sufficient and appropriate space for the multi-function device (MFD) and associated supplies.
Any proposed modifications or relocations of equipment must receive prior written approval from WOLFCOPY. If the Customer requests relocation of the copier from one building to another, a $75.00 relocation fee per move will be added to the monthly bill.
If the equipment is destroyed by fire or other casualty, without fault of the Customer, the agreement shall terminate immediately for that specific equipment, and the appropriate portion of rent will be refunded at the time of the damage. In case of partial destruction or damage by fire or other casualty without fault of the Customer, so as to render the equipment unusable in whole or in part, there shall be an apportionment of the rental until replacement equipment has been provided.
The Customer agrees not to use the equipment for any purpose that violates University policies, including but not limited to copyright infringement, processing of confidential materials without proper authorization, or any use that could damage the equipment or network systems.
Upon termination of the Agreement, Customer will peaceably surrender the copier equipment in as good order and condition as when received, reasonable wear and tear, and damage by fire, war, riots, insurrection, public calamity, by the elements, by act of God, or by circumstances over which Customer had no control or for which WOLFCOPY is responsible under this agreement excepted.
The following terms apply only to departments that choose to provide printing funds to students through WolfPrint.
For departments wishing to provide student printing funding, the following terms apply:
This MOU is executed as of the day and year of the last signature by the representatives of WOLFCOPY and Customer, as reflected below: