Multifunction Printer Placement - Feedback on Draft Maps

Introduction

This summer, the University’s printing environment is expected to undergo significant changes. As part of a campuswide transition, most existing printers are expected to be removed as SCSU moves from department‑specific devices with direct/immediate release to a consolidated and standardized fleet of modern, shared‑use multifunction printers (MFPs). MFPs are devices that support printing, scanning and copying in one location. They will utilize Secure Print, allowing users to send print jobs to a secure, cloud‑based queue that can be released at any shared‑use MFP across campus after authenticating in person, enhancing security and reducing wasted printing.

This change intends to reduce University costs while broadening access to printing, copying and scanning services, and improving the user experience through newer, standardized technology.

Draft MFP placement maps are available for feedback that can be provided via online survey. The survey will be open through April 20, 2026. These maps are preliminary and expected to change. At this point, they reflect the initial input and assessment of a small group of colleagues with printing and technical support expertise. Because day‑to‑day needs vary widely across campus, feedback is requested from students, faculty and staff to help identify gaps, concerns or opportunities before the University moves forward with a managed print services vendor for their professional expertise.

Instructions & Additional Information 

Instructions

  • The drafted future state MFP placement maps and existing device placement maps (as of October 2025) are available to students, faculty and staff on SharePoint. 
  • SCSU students, faculty and staff may provide MFP placement feedback through the online Multifunction Printer Placement Feedback form through April 20, 2026.  

 

Initial MFP Placement Criteria & Exception Strategies Used

By default, the small group prioritized opportunities to place printers in alignment with the following principles:

Shared Use

  • Located in open, accessible areas (not behind locked or closed doors)
  • Not housed within a single department, to minimize disruptions to that unit
  • Utilizes existing network and power infrastructure where feasible
  • A minimum of one multifunction printer (MFP) per academic or administrative building

Anticipated Exceptions

Exceptions to the standard placement criteria may apply in the following situations:

  • Residence halls
  • Buildings with historically low print volume
  • Buildings slated for closure under the Campus Facilities Plan
  • High-traffic or high-population areas, which may require a minimum of one MFP per floor
  • Confidentiality-sensitive offices (e.g. HR, clinical spaces)
  • High-volume/transactional student services environments

Additional Scenarios

In practice, limited exceptions were made for the following based on the assessment of a small group of colleagues with printing and technical support expertise:

  • Identified high-volume operational or transactional printing environments with consideration for established fax requirements
  • Areas with physical or infrastructure constraints (e.g., limited network or power availability, narrow hallways)

 

Future Device Functionality

Specific functionality for each MFP won't be available until a new contract is signed, however, at this time we expect the new fleet to include the following features:

  • All devices:
    • Newly manufactured
    • Color and monochrome printing, scanning, copying
    • One-sided and two-sided printing, scanning, copying
    • Scan-to-email functionality
    • Leverage secure release with both mobile device and passcode release options
    • Letter, legal and tabloid-sized printing
    • Sorting, collating, tailoring functionality
    • Envelope printing
    • 1,000+ sheet capacity
  • Majority of devices:
    • Stapling functionality
  • Some devices:
    • Hole punching functionality
    • 2,000+ capacity paper trays

 

Feedback about device placement should be shared through the online survey linked above. General project questions can be directed to informationtechnology@stcloudstate.edu. For assistance with printing, please contact HuskyTech. 

 

 

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