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No new purchase of copiers, printers, scanners, multi-function devices, toner cartridges or supplies other than paper will be approved or funded for on-campus use or at home offices. Each department may continue to use any existing printer supplies through the end of June 2023. This spending prohibition applies to all such purchases made with state, WVU Foundation or research overhead/faculty startup funds, regardless of payment method (PCard, Mountaineer Marketplace or reimbursement).
When is this change happening?
ITS will begin began replacing the aged fleet of printer-copier devices across all WVU locations in November 2023 , with the goal of completing the deployment by June 30and aims to complete the work by November 31, 2024. This will affect all WVU campuses, including the HSC divisional campuses and some Extension offices. Departments, units or locations next in line will be notified before changes occur.
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This initiative also will make printing more flexible and secure for all faculty and staff, eliminating the risk that sensitive or confidential information sits unattended in a public location. Files sent from a computer to a printer-copier will remain in a secure electronic queue for up to two hours until the employee taps their ID card to release the job from any managed printer. After two hours, the job will need to be resent to the printer.
Additionally, the new machines also will give faculty and staff access to MyPrinting, commonly used by students, in cases where they prefer to use personal funds and a Mountie Bounty account.
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How will billing be handled?
ITS will send each department a monthly invoice showing the amount of usage for each person associated with a funding string. Your department will then need to process those invoices in Mountaineer Marketplace. Using funding strings that departments provide upon installation of the new devices, ITS will calculate monthly spend and roll those costs into the monthly telecommunications bill. Units will no longer receive printing invoices that need to be processed in Mountaineer Marketplace; the chargebacks will be deducted directly from the funding string provided.
Within your telecom bill, you will see separate Managed Printing items, with funding strings and line items. Printing that is charged to a grant will still need to be invoiced. Business administrators and department leaders who want to monitor individual employee use will need to submit a request for a detailed report by emailing ITSHelp@mail.wvu.edu, specifying the funding string(s) and month of usage that you want to see.
It looks like my department’s cost-per-copy is higher than it was in the past. Why is that?
Depending on how some units handled printing previously and the volatile price of paper, that is possible. Paper A price increase effective July 1, 2024 is the first since the program began in 2005. Additionally, it is important to note that paper is a volatile commodity with large price fluctuations. For example, a case that costs $40 in October can cost $53 in November. WVU’s contract with MCM guarantees stability in pricing by locking in paper prices for one full year. We can review that price every year to make sure WVU is getting the best deal.
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The Managed Print Program is more cost-effective and therefore maximizes the funds allocated to research activities, so faculty are strongly encouraged to take advantage of it. If a printer is an allowable expense, however, faculty may use externally funded research dollars or related cost-share funds to purchase printers, scanners or multi-function devices that don’t require a network connection. NOTE: If you purchase .
You must submit a Printer Exception Form to purchase a grant-funded device whether it needs to be connected to WVU networks or not. You will also need this exception approval to purchase supplies for excepted, grant-funded devices. If you purchase(d) a printer with externally funded research dollars or related cost-share funds, you also must use those funds to purchase the ink, toner, and related supplies in Mountaineer Marketplace.
How much have faculty spent on printers and print supplies?
PCard and Mountaineer Marketplace data show approximately $900,000 has been spent on printers and supplies over three fiscal years, all outside WVU’s Managed Print ContractShared Services won’t approve Marketplace purchases without an approved Printer Exception form.
Will there be costs associated with printing on the managed printers?
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The cost-per-copy pricing is less expensive than the costs to operate the current fleet of printers that are not part of the Managed Print Program. Starting July 1, 2024, Managed Print’s current black/white costs are .0396 045 per page, and color costs are .0884 095 per page for a standard-configuration floor model. A revised cost-per-copy will be available once a new managed print contract is executed.Beginning July 2024, ITS will pay all copy and print costs associated with the Managed Print Program, unless the copies or prints are related to a research contract. Copies and prints for research should be charged to the contract.
Will those costs be charged to research contracts, research overhead/faculty startup accounts, or will departments cover the printing cost?
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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. 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?
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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.
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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/Visual Edge 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.
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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.
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Supervisors will need to request a Sponsored Account for volunteers and contractors who don’t have a WVU account so they can get an ID card.
I am at an HSC divisional location in Charleston or Martinsburg. Will we get new printers through this program?
Charleston is currently exempt from this program. There will be a review of equipment in Charleston to determine program availability.
At Martinsburg, it depends. If you are using printers leased through WVU Medicine or another hospital, you are not affected by this program. However, WVU does have Managed Printing equipment in Morgantown and Martinsburg HSC locations. If the device is Konica-Minolta equipment and it has an MCM Tag on it, it’s in scope for this project.
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).
I am a WVU Medicine employee or a “shared user.” Do I need a new ID card to use these Managed Printing devices? A shared user is defined here.
To use any Managed Printing device, regardless of its location, you will need a WVU ID card with a properly encoded chip. If you work at the Health Sciences Center and have an ID card that was printed at that location before July 25, 2022, you will need to get a new card.
Door lock access at HSC is managed on a different system than the rest of WVU, so all new cards will also need to be encoded by the Facilities Management team in G-350 once you have them.
I work at the Health Sciences Center, but I’m not sure if I need a new card to use the Managed Printers. How can I find out?
Please submit a ticket in the IT Help Center (WVU Login required). If you have trouble accessing the form, call the Service Desk at 304-293-4444.
If you are an administrative assistant trying to answer this question for a large number of employees, you will need to create a ticket, then attach a document with their names and WVU ID numbers after you receive the system notification.