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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. Additionally After two hours, the new machines also will give faculty and staff access to 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?
Using funding strings that departments provide upon installation of the new devices, 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.
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 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.
Will the new devices have fax capability?
Fax capability won’t be set up by default on the new devices. ITS will work with building supervisors to discuss past and current needs as deployments are scheduled. ITS will configure the new devices accordingly for departments that require this functionality for legal or business reasons.
Faxing will be more secure with the new devices. Currently, received faxes are automatically printed and visible to anyone at the machine. With the new devices, incoming faxes will be directed to a secure network folder, so only people who have been granted permission to that folder can retrieve the document.
How many managed printers will departments be allocated?
Devices have already been allocated across WVU campuses based on historic demand. New devices will be placed strategically within each building, with enough capacity to support the users in that location. As needs 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?
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. 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.
Will the new devices have fax capability?
Fax capability won’t be set up by default on the new devices. ITS will work with building supervisors to discuss past and current needs as deployments are scheduled. ITS will configure the new devices accordingly for departments that require this functionality for legal or business reasons.
Faxing will be more secure with the new devices. Currently, received faxes are automatically printed and visible to anyone at the machine. With the new devices, incoming faxes will be directed to a secure network folder, so only people who have been granted permission to that folder can retrieve the document.
How many managed printers will departments be allocated?
Devices have already been allocated across WVU campuses based on historic demand. New devices will be placed strategically within each building, with enough capacity to support the users in that location. As needs are identified and past-use data is reviewed, these multi-function devices may need to be relocated, combined, or removed.
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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 a printer
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?
Colleges and
Will those costs be charged to research contracts, research overhead/faculty startup accounts, or will departments cover the printing cost?
Colleges and departments will need to decide which funding strings to use. If research contract or departmental funding strings are already in place, those will remain in place. Invoices are sent monthly. Any restrictions or limitations placed on faculty printing will need to be determined by the college or department; ITS merely provides the service.
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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 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.
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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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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.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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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
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at an HSC
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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.
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