CU: Print Quota FAQ
The following help page attempts to answer any questions you have about the print quota process. Each student receives an initial print quota based on the number of credit hours they are registered for. The print quota software Cedarville uses displays this quota in a dollar amount rather than in pages. (Please refer to the section labeled “Why does the print window display a dollar amount when I print?” for a more detailed explanation of this change.)
If you have any additional questions after reading these FAQs, please send an email to Tech Help or call 937-766-8900. We would be happy to assist you.
A “print” is a single page with toner on it. A “print” is not a specific print job with multiple pages. In other words, when we refer to the number of “prints” a student receives a semester, we are not referring to the action of selecting “print,” but rather the number of pages that are printed.
Information technology has chosen to refer to these entities as “prints” rather than pages because the cost of the toner on the paper is more expensive than the cost of the paper it is printed on. Students cannot bring their own paper to expand their print quota total because they are still using University toner.
The University’s current print quota software displays all printing as a dollar amount. This is not a charge to your student account. Each print is equated with five cents of available print quota. For example, if a student has 850 prints remaining in their print quota, the print quota balance will be expressed as $42.50 (850 x $0.05 = $42.50).
No, you are not charged for each print you make. When you choose to print to a network laser printer, the pop-up window will display a dollar amount. This is the value that will be deducted from your available print quota balance if you proceed to print. For example, if you are printing a document that is five pages long (each print is valued at five cents), the amount being printed will be represented as 25 cents (5 x $0.05 = $0.25) and your available print quota will be reduced by that amount after printing. This is not a charge to your student account.
At the start of each term (Fall, Spring, Summer) the print quota of each enrolled student will be set at $2.50 (50 prints) per registered credit hour. So, if you are registered for six credit hours, you will have approximately $15.00 (300 prints). The print quota will increase or decrease accordingly if you add or drop classes. Your print quota is not a refundable amount and is not part of your student account balance.
Full-time, enrolled, undergraduate students (12-17 credit hours) will receive a print quota of $42.50 (850 prints) per term. Historically, more than 85% of Cedarville students print less than 850 pages per term.
If you find that you are exhausting your current print quota, navigate to CedarInfo from the Student Homepage. Locate the Financial Transactions section and select “Increase your print quota.” Additional prints may be added to your print quota in lots of 50 prints for $2.50.
You will need to provide a credit card number to add prints to your print quota balance. You cannot charge prints to your student account.
No credit card? Contact information technology at 937-766-7905 during business hours (Monday-Friday, 8am-5pm) for assistance.
You have a number of options to reduce your toner usage (the most expensive component in the printing process) and/or the number of prints for a print job:
- Print only what is necessary. If you can, save copies of files on your computer instead of printing. PDFs are a common alternative to printed pages. See the Create a PDF help page.
- Avoid dark PowerPoint backgrounds. Refer to the help pages for more information on printing PowerPoint slides.
- Print multiple PowerPoint slides per page. See the appropriate section for more information on printing PowerPoint slides.
- Print PDFs in multiple-pages-per-sheet mode. Refer to the help page for specific instructions.
Your current print quota will expire at the end of each semester. Although your print quota is expressed in a dollar amount, refunds for unused prints are not available.
Your print quota account will be re-established with prints for the new semester according to the number of registered credit hours. Refer to the “How many prints does each current student receive each semester?” section for more details.
Graduate students from prior terms who are not currently registered for classes should use the CedarInfo transaction to establish a print quota. You may contact information technology at 937-766-7905 if you have any questions.
When you send a print job to an open-access computer lab, classroom laser printer, or CedarPrint station, a pop-up box will display with your current print quota balance and the value of the current print job you are sending.
You can also check your current balance from the Windows 7 taskbar:
- Click the small "up arrow" in the right corner of the taskbar to show hidden icons.
- Hover your cursor over the "Papercut NG Client" icon. It will display your username and current print balance.
- Click the icon to open a small window that displays your print quota.
You may also easily check your current print quota balance and view a report of all of your print jobs from the Student Homepage following the instructions below:
- Select CedarInfo > Locate the Financial Transactions section.
- Choose the “Report on your print quota usage” link.
- Enter a range of dates for your print history > Click [Continue] to view the report.
Your print quota is allocated for your printing needs and cannot be transferred to another person.
Students working on team projects are encouraged to take turns printing documents so that the printing is distributed more equally between group members.
Unfortunately, refunds for unused prints (even if you purchased the additional prints) are not available.
If there is a paper jam or the print quality is unsatisfactory, you may submit an online service request to request a credit for the failed print job. If no paper comes out of the printer, your print quota has not been reduced and therefore you will not need to submit a service request for a print quota adjustment.
If the print job fails because you do not have sufficient prints remaining in your quota, you will need to add prints to your quota using a CedarInfo transaction before the job will print. Step-by-step instructions are provided in the answer to “How do I add more prints to my account?” above.
There are two main ways you can request a refund. First, you may submit an online service request asking for a refund for a failed print job. Second, you can request a refund directly through Papercut:
- Click the small up arrow on the Windows 7 taskbar to show hidden icons.
- Click the Papercut NG Client icon (when you hover over the icon, it will display your username and current print balance). A small window will appear.
- Click “Details”. This will open a new Internet browser window.
- Enter your username and password > Click “Login.”
- Click “Recent Print Jobs.”
- Find the print job you want a refund for in the list > Click “request refund.”
- Fill out the refund details > Click “Send.”
- Click the small "up arrow" on the Windows 7 start bar to show hidden icons.
- Click the "Papercut NG Client" icon (when you hover over the icon, it will display your username and current print balance). A small window will appear.
- Click “Details” > Enter your username and password > Click “Login.”
- Click “Recent Print Jobs” to view your previous print jobs.
Black and white laser printing is currently available in the open-access computer labs. The MediaPLEX continues to offer color printing for a fee.
Duplex (double-sided) printing will decrease your print quota by two prints. Duplex printing is not discounted because the cost of toner is higher than the cost of paper. Duplex printing will still use the same amount of toner.
Faculty and staff do not need a print quota to print to laser or desktop printers located in offices or departments. Student worker print quotas are not decreased by printing department work in office areas.
As a convenience, each faculty and staff member is given a print quota of $5.00 (100 prints) per term for use in the open access computer labs, classrooms and CedarPrint stations. If desired, department staff may add more prints to a faculty, staff, or student worker’s account by submitting an online service request and entering their department GL number.
Guests and alumni are not assigned a print quota. Guests and alumni may use the CedarInfo transaction to purchase prints. Guests who purchase a print quota must use the prints before their account expires, or else the print quota will expire with the account and cannot be refunded.
During Fall 2009, information technology noticed a 20% increase in printing over past years and wondered if students could be encouraged to reduce their printing, especially since toner and paper expenses eventually affect tuition.
A trial print quota system was introduced in the Spring of 2010 in an effort to encourage all users to become good stewards of the technology resources provided to them. Students responded positively and the increase in printing was curbed at 5-10% which was a significant improvement.
The print quota system will continue with the 2013-14 Academic year. Students who choose to print beyond their print quota will need to pay for additional prints.
The print quota system will also support the University's efforts to be environmentally-conscious. Storing documents electronically rather than printing them will help reduce our use of natural resources.
Information technology is thankful for the positive student response to the print quota, and was pleased to see a 35% decrease in printing since print quotas were instituted.
Keywords: getting started, print quota, print dollar amount, duplex printing, color printing