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Departments may either choose to absorb the costs for student projects, or have students use the existing MyPrinting Program to pay personally.
Can faculty or staff keep an existing desktop printer or purchase their own with personal funds and personally cover the costs of paper and toner
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No. Most WVU employees cannot keep these devices. Faculty may keep only existing printers and multi-function devices that were purchased with research contract funds; however, all future ink, toner and print supplies for the printers also must be purchased using externally funded research dollars or related cost-share funds.
To leverage WVU’s buying power and help keep costs low, all employees must use the Managed Print program. The more WVU buys, the greater our negotiating power. This is the same concept behind allowing WVU employees to leverage the University’s rental car contract when booking vehicles for personal use. Nor will WVU reimburse departments for the equipment being removed, regardless of funding source.
How does this policy support faculty?
All employees benefit when WVU can be more efficient with increasingly limited financial resources. Standardization, simplification of operations, and leveraged buying power will help make the University more efficient overall. This program consolidates a basic service under a single contract, allowing the University to negotiate the best price possible.
Until we get our new machines, how should we handle the need to print documents that are confidential or sensitive in nature?
First, consider whether printing a document is necessary for a business reason rather than just convenience. If the information can be conveyed electronically, please use the secure transfer service at liquidfiles.wvu.edu.
The new devices will have a secure-release capability similar to that of the student-facing MyPrinting program. You can send your job to the printer, where it will remain queued up until you swipe your Mountaineer Card and select the job you want to print.
If this functionality is needed immediately and is not currently in place for your department’s printer, please submit a ticket (WVU Login required) to have the machine replaced or reconfigured. The ability to do this will depend on the inventory available.
What is the process for purchasing 3D or wide-format printers and supplies?
3D and wide-format (greater than 18 inches) printers are exempted from the spending prohibition, but you must first complete a Printer Exception Form, then submit the code you receive on an IT Purchase Request Form. If you currently have a wide-format printer, you will still need an approved exception to purchase ink/toner.
Can I order paper for the machine I’m using?
That depends on whether you have an older machine, a specialized printer with an approved exception, or a new device that’s part of the Managed Printing program.
Standard white, 20 lb. letter-, legal- and ledger-sized paper will be provided for new Managed Printing devices. To determine if that includes yours, look for a five-digit MCM ID number, located on a silver sticker on the document feeder or main body of the machine.
If the number is higher than 12916 and/or starts with a 13, it is for the new Managed Printing equipment, and paper will be provided. Contact your building supervisor to submit a request.
Any number below 12916 is a device from the old contract, so you can purchase paper from Mountaineer Marketplace.
If you have a specialized printer for which ITS has granted exceptions, you may purchase paper in Mountaineer Marketplace, but you will need to provide your exception ID number to Shared Services for approval.
Our lab computers don’t have administrator accounts. Can we still print from them?
You should be able to print from these computers, but it depends on how they are configured. Have your local IT support team contact ITS if you have problems. In some rare circumstances, different driver software may be required.
Will all WVU ID cards work with these printers?
No. Anyone who is still using an ID card issued before June 19, 2017, will need a new card. Older cards don’t contain the chip required for newer printer-copiers, door locks and access controls like those at the PRT. Employees can get a new ID card for free when surrendering their old card. If you have lost your card, you will be charged a $20 replacement fee. Note: It will take approximately one hour for your new ID card to sync up with the system the Managed Printing software. When that is complete, you will be able to use the new devices.
You can get a new photo and ID card at any ITS Service Center location. The following are open 8:30 a.m. to 4:30 p.m. Monday through Friday unless the University is closed.
Mountainlair, next to the Post Office
Bennett Tower, G-118
Health Sciences Center, G-101 North
Alternatively, you can visit idphoto.wvu.edu to submit a photo that meets WVU requirements. Once you have submitted your preferred photo(s), you must also upload a copy of a legal photo ID (i.e., driver’s license, passport) to confirm your identity. Your submission will be reviewed by ITS Service Center staff and you will receive a response via email within three business days. If your photo is rejected, you must submit a new one that meets the guidelines. Cards can be picked up at the Service Centers.
Beckley employees should visit the One Stop Shop in the Benedum building for cards, while employees in Keyser should visit University Place. People in remote locations such as county Extension offices can request that their ID cards be mailed to them.
How do I change the default setting for color printing? I only need black and white.
The universal driver for Managed Printing devices is set to Auto Color by default, which allows both color and black and white printing. A color print fee is only charged if color is in your printed document. If you are printing something that contains only black and white text or images, the charge will be for black and white printing.
ITS recommends against changing your computer's default print settings; however, you can follow these steps to make all your print jobs default to black and white. Be aware that you must manually change this setting again if you need to print in color.the old devices or purchase their own printers with personal funds. Any printers that are NOT part of the WVU Managed Printing Program and are connected to WVU networks, including those owned by WVU Medicine, will require Printer Exception approval from ITS (WVU Login credentials required).
Faculty may keep only existing printers and multi-function devices that were purchased with research contract funds; however, all future ink, toner and print supplies for the printers also must be purchased using externally funded research dollars or related cost-share funds.
To leverage WVU’s buying power and help keep costs low, all employees must use the Managed Print program. The more WVU buys, the greater our negotiating power. This is the same concept behind allowing WVU employees to leverage the University’s rental car contract when booking vehicles for personal use. Nor will WVU reimburse departments for the equipment being removed, regardless of funding source.
How does this policy support faculty?
All employees benefit when WVU can be more efficient with increasingly limited financial resources. Standardization, simplification of operations, and leveraged buying power will help make the University more efficient overall. This program consolidates a basic service under a single contract, allowing the University to negotiate the best price possible.
Until we get our new machines, how should we handle the need to print documents that are confidential or sensitive in nature?
First, consider whether printing a document is necessary for a business reason rather than just convenience. If the information can be conveyed electronically, please use the secure transfer service at liquidfiles.wvu.edu.
The new devices will have a secure-release capability similar to that of the student-facing MyPrinting program. You can send your job to the printer, where it will remain queued up until you swipe your Mountaineer Card and select the job you want to print.
If this functionality is needed immediately and is not currently in place for your department’s printer, please submit a ticket (WVU Login required) to have the machine replaced or reconfigured. The ability to do this will depend on the inventory available.
What is the process for purchasing 3D or wide-format printers and supplies?
3D and wide-format (greater than 18 inches) printers are exempted from the spending prohibition, but you must first complete a Printer Exception Form, then submit the code you receive on an IT Purchase Request Form. If you currently have a wide-format printer, you will still need an approved exception to purchase ink/toner.
Can I order paper for the machine I’m using?
That depends on whether you have an older machine, a specialized printer with an approved exception, or a new device that’s part of the Managed Printing program.
Standard white, 20 lb. letter-, legal- and ledger-sized paper will be provided for new Managed Printing devices. To determine if that includes yours, look for a five-digit MCM ID number, located on a silver sticker on the document feeder or main body of the machine.
If the number is higher than 12916 and/or starts with a 13, it is for the new Managed Printing equipment, and paper will be provided. Contact your building supervisor to submit a request.
Any number below 12916 is a device from the old contract, so you can purchase paper from Mountaineer Marketplace.
If you have a specialized printer for which ITS has granted exceptions, you may purchase paper in Mountaineer Marketplace, but you will need to provide your exception ID number to Shared Services for approval.
Our lab computers don’t have administrator accounts. Can we still print from them?
You should be able to print from these computers, but it depends on how they are configured. Have your local IT support team contact ITS if you have problems. In some rare circumstances, different driver software may be required.
Will all WVU ID cards work with these printers?
No. Anyone who is still using an ID card issued before June 19, 2017, will need a new card. Older cards don’t contain the chip required for newer printer-copiers, door locks and access controls like those at the PRT. Employees can get a new ID card for free when surrendering their old card. If you have lost your card, you will be charged a $20 replacement fee. Note: It will take approximately one hour for your new ID card to sync up with the system the Managed Printing software. When that is complete, you will be able to use the new devices.
You can get a new photo and ID card at any ITS Service Center location. The following are open 8:30 a.m. to 4:30 p.m. Monday through Friday unless the University is closed.
Mountainlair, next to the Post Office
Bennett Tower, G-118
Health Sciences Center, G-101 North
Alternatively, you can visit idphoto.wvu.edu to submit a photo that meets WVU requirements. Once you have submitted your preferred photo(s), you must also upload a copy of a legal photo ID (i.e., driver’s license, passport) to confirm your identity. Your submission will be reviewed by ITS Service Center staff and you will receive a response via email within three business days. If your photo is rejected, you must submit a new one that meets the guidelines. Cards can be picked up at the Service Centers.
Beckley employees should visit the One Stop Shop in the Benedum building for cards, while employees in Keyser should visit University Place. People in remote locations such as county Extension offices can request that their ID cards be mailed to them.
Can student workers use the printer in my building?
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