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Statement and Purpose

Table of Contents

Seattle Pacific University has invested in centrally managed multi-function printers (MFP) to improve service, reduce cost, and shrink the institution's carbon footprint. These printers are provided by the University to facilitate the normal business operations.  University employees are expected to use the provided MFPs for their printing and copying needs. Computer and Information Systems (CIS) will provide support for the campus MFP fleet. 

  • Departments are responsible providing paper for MFPs located in their areas. Per page fees will be charged back to department budgets. 
  • Personal or dedicated desktop printers are permissible only with advanced approval from CIS and subject to the requirements and limitations set forth in this policy.

Certain terms in this policy are defined at the end of the policy.

Download Policy as PDF

Entities Affected By This Policy

All University faculty and staff.

Reason for Policy

  • Support green initiatives by reducing carbon emissions and the number of printing devices
  • Reduce the cost of consumables and energy by using more efficient printing devices
  • Reduce the labor and support costs for printers through standardization 
  • Increased network security and confidentiality of printed materials


Policy Version: 1.2

Responsible Office: Computer and Information Systems
Responsible Executive:  AVP for Information Technology

Effective Date: April 22 , 2013
Last Updated:  July 1, 2019

University Printing Services

Employees are expected to print to shared MFPs rather than to dedicated desktop printers. 

Confidential Printing

To help protect confidentiality of printed documents, SPU provided MFPs have a "secure print" option which holds print jobs until you swipe your SPU ID at any campus printer to retrieve it.  While printing these documents requires care by the staff member to ensure that they are not left on the device once they are printed, confidential printing needs are not justification for a personal printer.  Anyone using a publicly accessible printer to print confidential documents must use that shared printer’s secure print and release functionality.  

Personal Use of Campus Printers

When using University printers for personal print jobs, employees should select their personal printing account.  Funds can be added to an employee's personal account through Falcon Funds through Falcon Card Services or a print card can be purchased in the Library for personal use.

Printer Locations

MFPs are placed at locations on campus to ensure accessibility and meet printing volume demand. The aim will be to deploy fewer devices, using each device to its capacity, to generate efficiencies.  Locations are also chosen to minimize staff time required to access printing services.

Relocation of Printers

Detailed analytics are reviewed annually on printer usage and operating expenses.  This data will be used re-locate underutilized devices and to determine deployments in new locations.

Use of Desktop Printers

Desktop or personal printers undermine University goals for reducing waste and expense and should not be used.  Where the University MFP fleet does not meet the needs of a school or business unit, deans / department heads may request an exception. Exceptions may be granted with strong justification of a business need and agreement that the additional cost implications of this deployment will be met by the department. When the desktop printer requires replacement, the exception will be reviewed for continued justification.

Exception requests should be made by the department head and will be reviewed by the Director for Technology Support Services in CIS.  Desktop printers will be purchased using departmental funds and will be exclusively maintained and supplied by the department.  CIS does not support desktop printers. 

Networked Desktop Printers

Departments granted exceptions for networked printers will be charged a onetime setup fee of $500 to connect the printer to the network and setup connectivity on business unit computers.  This fee may be waived if the printer exception is related to a critical need or regulatory compliance (for example, printing HIPPA content in the University Health Center).

Legacy Desktop Printers

Some printers purchased by departments prior to the roll out of the MFP fleet have been granted exception to remain in place until the device ceases to function.  When the desktop printer requires replacement, the policy on justification for usage applies. 

Related Policies and Procedures

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