Ithaca College

Ithaca College is pleased to announce important changes to how the campus community will print going forward. Over the rest of the Spring Semester many old campus devices will be removed and new devices will be installed.

Please see the following FAQ regarding this project and change.

1) Why is this change happening?

To improve access to printing to the campus community,  most of the campus multi-function devices will be accessible to all students, faculty, and staff. In addition, new multi-function devices will be placed in central locations for community accessibility (for example the Campus Center lobby and the Towers Marketplace).

To remove old and outdated print devices and replace them with new equipment.

To reduce institutional expenses by installing more cost-effective print equipment and by encouraging less campus printing.

To help meet our strategic sustainability goals by reducing our total number of print devices and our collective print volume.

2) What devices are being impacted by these changes?

Multi-function devices (MFDs) – are the larger devices that print, copy, fax, and scan.

Single function printers (SFPs) – are the smaller, networked, color and black and white printers.

Local devices – are non-networked printers that are usually connected via USB to a computer

3) What is the timeline for these changes?

All changes should take place by the end of the Spring, 2021 semester.

4) What is the plan for multi-function device changes?

Old multi-function devices will be removed and Toshiba, Ithaca College’s print management partner, will install new multi-function devices around campus.

The overall number of multi-function devices will increase from approximately 80 to 91 by the end of the Spring semester. Please note that just because there is an existing MFD in a location on campus it does not mean that a new one will be in that same location. Placement of the new MFDs will be in strategic locations around campus.

All of the new multi-function devices will come with PaperCut. The PaperCut software and interface will allow students, faculty, and staff to print to a central queue and then release jobs on demand at any available multi-function device.

5)  What is the plan for single-function printer changes?

Most single function printers will remain in place, but some number will be removed by the end of March 2021.

The Campus Managed Print Project Group worked with Deans Offices and department directors to determine where there were single function printers that could be removed.

The number of single function print printers will be reduced from approximately 256 to approximately 184 by the end of March 2021.

6) What is the plan for local print device changes?

At this time local, non-networked printers are not being removed from service.

In terms of the total cost of printing, faculty and staff are encouraged to discontinue the use of local print devices. Local print devices are the most expensive on a per impression basis. The least expensive way to print on campus is via the Print Shop (https://typeset.ithaca.edu/) followed by multi-function print devices, then networked single-function print devices and then local printers.

 7) What does it mean that I can “print anywhere?”

All multi-function print devices will come equipped with PaperCut, which will allow students, faculty, and staff to sign into the print queue on the device, see all jobs submitted for printing, and release jobs on demand.

Training will be provided on utilizing PaperCut and posters will be placed next to each MFD that explain how to access the software.

8) How will I know where all of the new MFDs are placed on campus?

 Information will be provided to the campus community regarding the locations of the publicly accessible MFDs later this semester.

9) How will billing and charge backs work for departments?

Because students, faculty and staff can release print jobs to any MFD with PaperCut, all supplies will be managed and budgeted for centrally. Unless a department has unique print devices, or printing needs, the costs associated for normal MFD and SFD paper and toner will be budgeted centrally.

In order to make the most of the cost-savings offered in the Center for Print Production, this centralized funding will extend to basic jobs sent there by departments. This will include all black-and-white and simple color jobs printed on standard 8.5”x11” (Letter-size) 20lb. copy paper, i.e. those equivalent to what might be produced via an on-campus MFD. This will not include any wide-format printing, bulk-mailed pieces, printing which might involve specialty papers, binding, substrates, or inks, etc. or any other job which may be determined by the Center for Print Production to be non-standard.

Any faculty or staff member who utilizes a local print device will need to budget for the printer and toner for their device.

10) Departments will no longer need to budget for any paper and toner?

Departments will need to continue to budget for non-standard print jobs (see above) as well as any special print devices in their area in department 7361.

Departments will not need to budget for paper or toner (aside from specialized print devices in their area) in department 7613 and 7319.

This is a new campus initiative so the committee will be review various PaperCut reports by department and will be analyzing these reports through the Spring Semester.

In the future standard paper and toner utilization amounts will be set for the campus, and any faculty member, staff member or department that exceeds these targets will be required to pay an overage fee.

Once again, one of the goals of this campus initiative is to save money by reducing campus printing. The new MFDs and PaperCut software for faculty and staff will allow the campus community to make more informed decisions related to their printing.

11) Is there a limit on the number of pages I can print at one of the MFDs?

The PaperCut software will be initially set to restrict individual jobs above 100 impressions. Jobs larger than 100 impressions should be sent to the Print Shop as a way to save institutional  resources.

12) Will students still receive a print allowance and be charged if they exceed that allowance?

Yes, students will still utilize PaperCut and be given their print allowance. Students will continue to be responsible for paying when they exceed their print allowance.

13) How does my department order supplies once the new MFDs are installed?

In order to simplify shipping and keep better track of usage and inventory levels, toner and ink, paper, and staples will be stored in the College warehouse, and will be available to faculty and staff via the Finance Cloud. Instructions for ordering can be found here - https://ithaca.teamdynamix.com/TDClient/34/Portal/KB/ArticleDet?ID=1045

Finance User Guides – Contains instructions for ordering

Warehouse Contact – David Westgate, Warehouse Supervisor

Warehouse Email – warehouse@ithaca.edu

Warehouse Phone – 607-274-3156 

14) How do I report that repairs or service are needed?

All print devices will have a sticker with a phone number that you can all for service.

Information Technology Services and the Campus Managed Print Committee will work with departments to assess problematic equipment and try and determine possible solutions.

15) How do I get training on the new PaperCut software?

Training will be provided by Toshiba and Information Technology Services. There will also be posters explaining how to use PaperCut next to each MFD.