Managed Printing FAQ

Why is WVU changing the rules around printers?

To address significant demographic and financial challenges, the University must find ways to be more efficient. WVU’s Managed Print Program, which began in 2005, is the most cost-efficient and sustainable option moving forward to provide printing, scanning, and copying services to faculty, staff and students. Centralizing a basic service with standardized devices will help control costs and ensure appropriate vendor support. There are no new costs associated with the Managed Print program; the only change is that adoption of this program is no longer optional.

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. 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 began replacing the aged fleet of printer-copier devices across all WVU locations in November 2023 and 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. 

Installing these new multi-function Konica Minolta devices will have immediate benefits beyond the cost savings: Most of the fleet is end of life and needs to be replaced. New machines with current software will improve reliability and make it easier to complete repairs when there are issues.  

Are there any other benefits? 

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.  

Will paper be provided? 

White, 20 lb. letter-, legal- and ledger-sized paper is included in the cost of the Managed Printing service, and MCM Business Systems will deliver to a central location that will be identified by building supervisors. These paper prices negotiated with MCM are superior and will yield greater costs savings as the University addresses continuing budget challenges. 

How will billing be handled? 

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? 

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. 

Can research grants still be used to purchase printers?

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.

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 must use those funds to purchase the ink, toner, and related supplies in Mountaineer Marketplace. Shared Services won’t approve Marketplace purchases without an approved Printer Exception form.

Will there be costs associated with printing on the managed printers?

Yes, all printing services have a cost. However, Managed Printing is cheaper and greener than buying, managing, and servicing your own devices. Information Technology Services does not charge departments for the machines; you pay only for the prints and copies you generate. ITS also provides free installation, maintenance and repairs with existing personnel. No new staff are being hired to support this program.

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 black/white costs are .045 per page, and color costs are .095 per page for a standard-configuration floor model.

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.

How will printing for instructional purposes be distinguished from printing for research projects?

Currently, charges are tracked by copier codes, which are linked to funding strings provided by colleges or departments. In the future, you will swipe your Mountaineer Card to authorize a printing job. If you have more than one funding string associated with your account, you will choose the one you want to bill.

Some capstone student projects have printers in their team offices. How will the Managed Print Program affect those students?

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?  

No. Most WVU employees cannot keep 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/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.

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?  

Yes, if you give them permission to use your department funding string and inform ITS. However, be aware that the departmental funding choice will appear as an option on any machine they log into, such as one in their residence hall when printing schoolwork. It is up to the department to go over appropriate use of departmental funding.  

Students should use Mountie Bounty and personal funds for personal printing needs but should not be required to pay for WVU business-related printing. 

We have volunteers who use our copiers. How will that work? 

A WVU employee, ideally the supervisor, will need to request a Sponsored Account for a volunteer so they can get a WVU ID card. Printer-copiers will not work without an ID card. Sponsored accounts are good for one year unless the sponsor renews.  

Can I let other people use my ID card or my computer for printing?

No. Using another person’s WVU ID card is a violation of the University’s Acceptable Use of Data and Technology Resources Policy, which specifically states, “Use of another person’s WVU Login credentials to access University Technology Resources and/or University Data is strictly prohibited.” Logging into a computer using another person’s credentials is also a violation.

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.