About the University Desktop Printer Policy (Faculty and Staff)

Link to Desktop Printer Justification Form

Purpose

This article outlines the Desktop Printer Policy, which aims to reduce printing costs, improve support efficiency, and enhance data security.

Overview

Effective July 1, 2025, the Marquette University Desktop Printer Policy took effect. The spirit of the Desktop Printer Policy is rooted in Marquette University’s commitment to reducing printing volume, minimizing environmental impact, and streamlining support through centralized print management. Existing desktop printers should be removed, and no new desktop printers should be ordered unless they are an approved exception (see below). This approach supports cost savings, enhances security, and promotes sustainable practices by encouraging the use of shared multifunction devices (MFDs) and digital alternatives.

Supported Printing

Marquette University no longer supports desktop printers. These devices are not part of the university's centralized print management system, PrintWise. PrintWise multifunction devices are supported by Gordon Flesch, Marquette's supplier for campuswide printer services. These devices offer secure, cost-effective, and reliable printing options for faculty, staff, and students. To report an issue or request assistance with a PrintWise multifunction device, contact the TechSquad, and a ticket will be routed to a Gordon Flesch technician.

Departments are no longer required to purchase copy paper for multi-function devices (MFDs) from their own budget. Instead, the cost of paper is included in the overall click rate, and copy paper should be charged to the Pay for Print responsibility center, RC, 09310. Only copy paper should be ordered using RC 09310. Orders with additional items should have their own PO and use their department RC and restriction or the order will be declined. Contact the Purchasing Department at Purchasing@Marquette.edu if you do not have access to RC 09310 or for additional staff members in your area.

Exceptions can be made to the following:

Accessibility needs: Employees with specific accessibility requirements may need a personal printer as a reasonable accommodation to perform their job effectively. Equipment, toner, and/or ink are provided through the requesting unit.
Device exceptions: stand-alone special-purpose scanners, specialty printing devices such as 3D printers, plotters, high-resolution, publication, or poster printers, handheld printers, receipt printers, label printers, and other devices that require non-standard supplies and servicing. The funding to purchase, support, and maintain these printers will still be provided through the sponsoring unit.
Special circumstances: Additional exemptions may be granted upon review and approval by MU Purchasing and IT Services to ensure the device aligns with the Desktop Printer Policy and with Marquette’s security standards. To submit an exception request, the requester's department head, dean, or chair must complete the Desktop Printer Justification Form.

Removal of Unsupported Printers

Faculty and staff still in possession of a non-Printwise device should open a ticket with IT Services TechSquad to arrange for its disposal. If you still have consumables for the printer (such as ink or toner), you may either return these with the printer or use the printer until they are exhausted and then contact the TechSquad for disposal. If there is another printer that uses the same ink or toner as your printer, and the user has turned in their printer along with extra ink or toner, TechSquad can check if they have previously turned in consumables that might be compatible with your printer. IT Services cannot guarantee the availability of these services. After your printer has been collected, Purchasing and IT Services will either donate it or ensure it is disposed of in an environmentally responsible manner.

Please see these instructions for guidance on installing PrintWise, our managed print system. If you have any additional questions, please contact TechSquad.

Frequently Asked Questions

What if I need supplies for my desktop printer?

You can inquire with the TechSquad to see if anyone has turned in supplies that are compatible with your device, but this is not a guarantee. If compatible supplies are available, they can be picked up from the TechSquad desk in the library.

How can I dispose of my desktop printer?

If you have a device and/or supplies you would like to dispose of, please bring them to the TechSquad desk in the library or open a ticket for them to be picked up. Please include a description of the device, any necessary supplies, and its location.

How do I know if my device is an exception?

Please consult the list above for details on which devices qualify as exceptions to this policy. If you are unsure or would like to request an exemption, please complete the Desktop Printer Justification Form

How can I request a new Printwise device?

To request a new Printwise device, please get in touch with the Purchasing Department at Purchasing@Marquette.edu for their approval and to receive more information on this process.

How do I pay for the new Printwise Department prints and Device?

Your department will be charged for each print you make, as well as a rental fee for the printer.

What if there are no multifunction devices in the vicinity, but I can’t fit a large Multifunction device in my space? Are there other models?

Yes, other smaller models could fit your needs. If there is another PrintWise device nearby, we would strongly recommend utilizing that device instead. Contact the Purchasing department for more information.

How should I order paper for the MFDs?

Departments are no longer required to purchase copy paper for multi-function devices (MFDs) from their own budget. Instead, the cost of paper is included in the overall click rate, and copy paper should be charged to the Pay for Print responsibility center, RC, 09310.
Only copy paper should be ordered using RC 09310. Orders with additional items should have their own PO and use their department RC and restriction, or the order will be declined. Contact the Purchasing Department at Purchasing@Marquette.edu, if you do not have access to RC 09310 or for additional staff members in your area.

Does this policy apply to devices purchased from restricted funds? ie., grants.

Yes. IT Service does not support or maintain these printers. Multifunctional devices can be configured to include the grant responsibility code (RC) so that printing costs are still allocated to the grant funding. Using MFDs for grant-funded projects remains the best practice.