SUNY Managed Print Initiative - Roll-out FAQ

SUNY Fredonia is rolling out "FREDprint" in response to the SUNY Managed Print Initiative.

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Currently you send your print job to specific printers attached to your computer or a networked printer in your area. With the new FREDprint system, you no longer print to specific printers, instead you send your print job to a central server and can go to any printer across campus to release the job using the FREDprint Secure Release system. No longer will you be limited to a printer in your area and you will never have to request access to printers again!

As required, SUNY Fredonia began implementing the first phase of this initiative in 2021 when ITS collected data on printer usage and analyzed the print environment. Phase II began this fall with a pilot in Maytum Hall and Thompson Hall by replacing USB and old printers and transitioning to a new print management solution.  This Phase II pilot will run through the end of February 2025. 

In Phase III, beginning in March 2025, ITS will work with individual departments to establish a print management migration plan and training. The project is expected to be completed by the end of the 2025 calendar year. ITS will communicate with departments along the way to help ensure a smooth transition.

While there will be a overall decrease in the number of printers across campus, there will be an overall increase in the number of printers (color and black/white) publicly accessible to all faculty, staff, and students. These printers will utilize the secure print release technology permitting all faculty, staff, and students to easily and securely print from any publicly accessible printer on campus. Through this program, every academic building will also have access to color printing. ITS will be working with each department to methodically review their printing needs and ensure they are addressed in accordance with the SUNY Managed Print Initiative (MPI) . Through the SUNY MPI, SUNY Fredonia is not discouraging faculty, staff, and students from printing that is necessary for business needs and academic success. SUNY Fredonia is encouraging faculty, staff, and students to utilize the SUNY MPI sustainable printing practices to save funding and the environment. The funding saved through the SUNY MPI will be reinvested into other areas to support academic success moving forward.

We encourage everyone to continue using electronic documents wherever possible, and to only print things that must be on paper. For example, legal contracts must be signed with a wet ink signature by a campus signing authority.

As part of the SUNY Managed Printer Initiative implementation, all FREDprint stations will be equipped with a card reader to permit users to use their FREDcard to release their print jobs at a secured shared printer or multifunctional device.

1. Print to a Shared Printer

2. Only print related what is needed for your academic success or job (e.g. SUNY forms, work related forms to approved research, etc.)

3. Only what is needed (use print preview prior to printing)

4. Only when needed

5. By using the lowest cost printing device and settings available

6. Duplex, single printing default settings

7. Draft, economy, or fast draft mode printing.

8. Use "Shrink to Fit" or "Shrink One Page."

9. Many slides or pages from a slideshow or doc on each page.

10. Remove backgrounds, shading, and graphics that are not needed from print jobs.

11. Avoid printing one page documents (e.g., email and web pages) unless you are told to do so.

12. If the total number of pages exceeds 100, you should send the print job to the campus print shop. If a print shop is not located on your campus, use other ways, such as:

    1. Turning the file into a PDF or sending to a shared location;

    2. If hard copies are required, the use of a high-speed Printer/Copier/Scanner. An example is the Multi-Functional Device (MFD). This will be the cheapest and efficient way to print.

Instructor's Best Ways in Reducing Print

1. Use FREDLearn or other approved online exam solution

2. Syllabi, Slide Shows, and Handouts - Load into FREDLearn, no printing.

3. Students’ Note Taking –Encourage students to bring their laptops to class.

4. Advisement Notes –Complete online.

5. Meeting Agendas, Minutes and Documents–Bring your laptop to meetings to view these, when possible.

1. Assignments and handouts can be distributed through Email, Web and FREDLearn. Encourage students to turn in assignments and papers electronically through Email or Brightspace

2. When documents are distributed electronically, there are no more lost handouts or assignments. Students will always have access to a digital version. Every course has a Brightspace space.

3. Use the Comments function or change-tracker to do electronic markup of student work instead of a red pen on paper.

1. Handouts for meetings can be shared online through Google, Zoom, OneDrive, Sharepoint, and MS Teams. Email is a last option for sharing documents (but still better than printing). 

2. All SUNY Fredonia Committees, Task Forces and Departments should use their M Drives or SharePoint to securely store, share, and collaborate using electronic documents. Committees and workgroups documenting their agendas, meeting notes, procedures, and annual reports in SharePoint also promotes transparency and participation – and provides an invaluable archive for periodic accreditation reviews like Middle States and for Strategic Planning efforts.

As part of the implementation, all existing and future state owned printers and multifunctional devices will be under the custodianship of the Information Technology Services department. Departments will no longer be responsible for purchasing printers or multifunctional devices as this will fall under the responsibility of the Information Technology Services department.

Departments will no longer be responsible for purchasing office printers or multifunctional devices as this will fall under the responsibility of the Information Technology Services department. Departments simply need to contact the IT Service Delivery by emailing (help@fredonia.edu) or calling 716-673-4357 (HELP) for assistance.

There are three printers that are approved for purchase under the SUNY Managed Print Initiative. All three are sold and serviced by Toshiba going forward.

1. Black and White Single Function Printer - HP LaserJet E60165dn

2. Black and White Multi Function Printer - HP LaserJet E62665hs

3. Color Multi Function Printer - Toshiba e6525AC

For more details, please see the Approved Printers on Toshiba Contract. 

All of these printers can have various accessories purchased, allowing for configurations to meet operational needs.

Desktop printers are convenient, but they are the most expensive way to print, costing about $0.50 or more per single-sided page. In contrast, SUNY’s goal for Multi-function printers in the new contract is $0.01 per B/W double-sided page. Due to that dramatic difference, the SUNY Initiative calls for the elimination of all desktop printers (there will be Accessibility Waivers for those with mobility issues). At the time of implementation, the department will no longer be permitted to order any more consumables (e.g. toner cartridges) for desktop printers 

1. Submit a Tracker ticket to obtain access to departmental networked printers.

   1. Please include Full name, Building, Room, Current Locally Attached Printer Location and Location of any supplies, Preferred Networked Printer Locations, and any accessibility requirements relative to the networked printer location.

2. IT will provide the user access to the nearest networked black/white and color networked printers within the department for secure printing. All networked printers need to be located accordingly per SUNY Procedure 6903:

   1. No closer than 275 feet from each other for mono devices and

   2. No closer than 900 feet from each other for color devices. 

      1. NOTE: if a department needs a printer for employees in different buildings or further from the above distances from their nearest departmental networked printer then IT will provide them with a printer. 

IT will retrieve the locally attached printers and their related accessories (e.g. toner, maintenance kits, etc.) that are surrendered to the IT Service Center will be evaluated to be potentially repurposed for networking in other areas across campus. All printers that are at the end of their effective life-cycle will be decommissioned via the appropriate Property Control disposal process.

1. Exceptions to this procedure will be rare and only in situations that involve critical business needs or legal requirements (e.g., Federal or State regulations, Americans with Disabilities Act).

2. Exceptions will be granted on a case-by-case basis and will require for a critical business need:

   1. a business case justification;

   2. authorization from the requesting President or designee (Vice President); and

   3. approval from the SUNY Managed Print Services Task Force.

3. for a legal requirement:

   1.  written confirmation from campus counsel; or

   2.  written confirmation from campus ADA coordinator.

      1. Please DO NOT provide any medical information to ITS as we only need the ADA accommodation letter from HR for the exception submittal. If an approved ADA accommodation is not already in place for a campus employee, then the employee will need to submit the proper paperwork to the Human Resources department (x3434). Until the approved ADA accommodation is granted by HR, the employee will need to comply with the System-wide Print Resource Use – Procedure 6903.

   3. When legal regulations or protocols require exceptions to this procedure, employees are authorized to override the default printing and document settings (e.g., single-sided printing and copying). Confidentiality, because of the availability of private/secure print features, or convenience are not valid reasons for the need of a local desktop printer. 

All requests for exceptions need to be submitted by submitting a Tracker form.

Devices are centrally located, typically one per floor per building, to better serve our community. The location of these devices were determined after an initial in-depth study by a SUNY print consultant, and then in consultation with departmental leadership.

The devices are multi-function units equipped with printing, scanning, and a host of other features. A complete list of printer locations can be found on the FREDprint SharePoint. The locations are designed to be as publicly accessible as possible for all members of the campus community.  Please do not take it upon yourselves to move these printers. 

As SUNY Fredonia brings in student printing, there will be some areas where students may not release print jobs. ITS will clearly document stations that are not for student usage in maps where one of those stations exists.

As part of the design process, SUNY Fredonia and Toshiba will be taking into account how to ensure that printers reside in accessible spaces. When not possible, we will work with the departments to facilitate secured entry to the location of the printers.

https://fredonia-edu.atlassian.net/wiki/spaces/AN/pages/2349563908

https://fredonia-edu.atlassian.net/wiki/spaces/AN/pages/2349694994

https://fredonia-edu.atlassian.net/wiki/spaces/AN/pages/2349694984

https://fredonia-edu.atlassian.net/wiki/spaces/AN/pages/2349695004

The new printers use a cloud-based universal print driver. You no longer have to install printers onto your device or select a specific printer you want to send a print job to. You can walk up to any of the new printers to get your printout. The new printers use Secure Print Release (see the video for more information) to ensure the privacy of sensitive materials. Please note that this video is generally accurate and provided by the vendor for all SUNYs. An updated version will be posted soon.

Your job will not come out until you arrive at a printer and touch your FREDCard to the RFID reader on the device to release the printout. Additionally, an app is available for mobile devices where you can scan a QR Code at the device to release your print job. The mobile app is available on the Apple App Store and the Google Play Store and is called “Pharos Secure Release” the icon is a gray circle with a torch. (Warning- DO NOT choose the app called “Pharos Print”!) 

After the full implementation of the project has been completed, tentatively by the end of the summer of 2025, any current faculty, staff, or student may use any device in any location.  If you have a device in your area and someone requests to print, please allow access to the unit. 

Some of the new printers are color capable and are noted on the locations page (coming soon). During the multi-year audit phase, SUNY consultants analyzed our printing patterns and print volume. This data was used to determine the locations of the devices to consolidate and centralize the new color capable units.

The Print Management system tracks print usage, and usage reports will be circulated to department heads. Contracted rates will depend on the model of printer used. Emeritus office printing will be charged to the department of record.

As part of the SUNY Managed Print Initiative, Faculty/Staff/Emeritus will no longer receive quota within the existing PaperCut lab/library printing system. This is a requirement so that all office printing is properly tracked within the Pharos system.

Student quotas for the 24/25 Academic Year will remain $20 per semester. Future student quota will be determined as we proceed with the SUNY Managed Print Initiative. Quantity of prints will be comparable to the $20 within PaperCut.

Yes! A web portal will be available and require you to sign in using your Fredonia eServices account. You will then follow the instructions to upload your document and will be waiting for you at the device like any other job sent. For cell phones, if you have the Microsoft OneDrive app and the Pharos Secure Release app installed on your device, you can open the document on your phone and click “Print” just like you would from a computer. The Pharos Secure Release app will open, in the upper left corner click on “Secure Printer” and then in the dropdown menu choose the “Secure Printer” option with the printer icon next to it. Then your document will be sent to your Pharos account to print from any device you choose. See the setup directions in https://fredonia-edu.atlassian.net/wiki/spaces/AN/pages/2349695004

https://fredonia-edu.atlassian.net/wiki/spaces/AN/pages/2359623706

Please follow the directions in the above link.

While the first card is free for a replacement, it is $20 per card and you will need to go to the Faculty Student Association (FSA) located on the 1st floor of Gregory Hall. If the card is damaged and non-functional, FSA will replace the card for free.

Departments no longer need to order toner for regular administrative office printing. The new printers automatically “phone-home” to order toner and maintenance items when needed, and they will be delivered to the IT Service Center, who will handle replacement.  IT through Central Receiving will coordinate supply of standard office paper in 8.5 x 11” and 11 x 17” sizes and will manage paper ordering for each print device on campus.  Each area will have a designated office for paper management.  When paper supplies are needed, please email IT Supplies and paper will be ordered.  ONLY the designated offices will be able to submit requests.  The IT Service Center will keep paper on hand for evening or emergency needs. Please note that IT does not supply pre-printed letterhead or high-quality bonded stock that might be needed for certain jobs. If you need to print on letterhead, you should add your department’s letterhead to the tray before releasing the print job. 

In the event of any paper jam or other errors occurring with a printer, please contact the IT Service Center for assistance by emailing (help@fredonia.edu) or calling 716-673-4357 (HELP) for assistance. So long as your print does not contain sensitive information, go to the next closest printer unit and print out your jobs.

If your print job does contain sensitive information and any portion might be stuck in the machine as the paper jam, please stay with the machine while ITS dispatches a tech. This is to ensure that the sensitive information does not have the risk of dissemination.

ITS is in communication with Toshiba and Pharos to ensure what happens to the digital data of the print job in the event of a jam. At this time, Toshiba has indicated that the print job will auto delete after 3 minutes when a jam has occurred. However, we are seeking clarification to how that applies for other makes as we fully develop the policy. As ITS has more information, this KB will be updated.