Manage student and staff printing the smart way

FAQ

• What is student print management software?

  Student print management software is a specialised system that enables educational institutions to monitor, control, and optimise printing activities across campus environments. The technology provides centralised oversight of who prints, what they print, and associated costs whilst supporting diverse devices and operating systems. These systems typically include features such as user authentication, print quotas, secure release printing, and detailed usage reporting. Schools and universities use print management solutions to reduce waste, recover costs through student charging, protect sensitive information, and support sustainability initiatives. Modern print management simplifies printing for users whilst giving IT administrators comprehensive control without requiring physical access to individual devices.

• What are campus printing solutions?

  Campus printing solutions are comprehensive systems designed to manage printing infrastructure across educational facilities, from single-site schools to multi-campus universities. These solutions integrate hardware, software, and management services to create a seamless printing experience for students, faculty, and administrative staff. Key components include centralised print management, mobile and BYOD printing support, secure release functionality, and automated supply management. Campus printing solutions address unique educational challenges such as high user volumes, diverse device types, budget constraints, and the need for flexible access across multiple locations. Modern campus solutions enable users to submit print jobs from anywhere and collect them at the most convenient printer, improving efficiency whilst maintaining security and cost control.

• How do schools reduce printing costs?

  Schools reduce printing costs through a combination of technology, policy enforcement, and user behaviour management. Print management software provides visibility into printing patterns, enabling administrators to identify waste and implement targeted cost-saving measures. Effective strategies include setting student print quotas to discourage excessive printing, enforcing duplex (double-sided) printing by default, restricting colour printing to necessary use cases, and implementing secure release printing to eliminate unclaimed print jobs. Schools typically see 20-40% cost reductions by routing high-volume jobs to cost-efficient devices and using predictive maintenance to prevent expensive repairs. Managed Print Services can help educational institutions achieve up to 35% savings whilst reducing administrative workload by up to 85%.

• What is secure print release in schools?

  Secure print release in schools is a security feature that holds print jobs in a queue until the user physically authenticates at a printing device. Documents only print after the user verifies their identity using a student ID card, PIN code, mobile credential, or password authentication. This approach prevents sensitive documents from being left unattended in printer output trays, protecting student records, test materials, and confidential administrative documents from unauthorised viewing. Secure print release technology also eliminates waste from forgotten or abandoned print jobs, as users only release what they actually need. Schools benefit from reduced paper and toner consumption whilst maintaining compliance with privacy regulations. Print management solutions like KCPS and KNM provide flexibility for users to release their print jobs at any authorised device across campus, supporting mobile workflows whilst ensuring only the intended recipient can access printed materials.

• What is mobile printing for students?

  Mobile printing for students enables printing from smartphones, tablets, and personal laptops to campus printers without requiring complex setup or technical expertise. Students submit print jobs through dedicated apps, email, or web portals, with documents held in a secure queue until released at their chosen device. This approach supports bring-your-own-device (BYOD) policies and accommodates the diverse technology students use daily. Mobile printing solutions work across iOS, Android, Chrome OS, Windows, and Mac platforms, providing a consistent experience regardless of device. Students can locate nearby printers through interactive maps, check their print balance, and release jobs using authentication methods such as student ID cards, PINs, or mobile credentials. Cloud-based solutions like KCPS meet expectations of tech-savvy students whilst maintaining institutional security and cost recovery requirements.

• What are print quotas in education?

  Print quotas in education are allocated printing allowances assigned to students, staff, or departments to control costs and encourage responsible printing behaviour. Quotas can be set as page limits per semester, term, or academic year, with options to charge for printing beyond the allocation. Educational institutions typically provide students with a baseline free printing allowance sufficient for reasonable academic needs, then implement pay-per-page charging for additional printing. This approach reduces wasteful printing by approximately 40-60% as students become more mindful of what they print. Administrators using print management software can customise quotas by user group, allowing different allocations for graduate students, faculty, or specific courses with higher printing requirements. Solutions like KCPS track quota usage in real-time, send alerts when limits are approached, and enable students to purchase additional pages through integrated payment systems.

• How does cloud print management benefit schools?

  Cloud print management enables schools to oversee and control their entire print infrastructure without expensive on-premise servers or complex IT requirements. Cloud-based solutions provide centralised visibility across multiple campuses, support remote and hybrid learning environments, and scale easily as student numbers change throughout the academic year. Schools benefit from reduced infrastructure costs, automatic software updates, and enhanced security through continuous monitoring. Cloud print management supports seamless mobile printing from student devices, integrates with platforms like Google Drive and OneDrive, and enables secure document release at any authorised printer. IT teams can manage print policies, set quotas, and monitor usage remotely without physically accessing devices. Solutions like KCPS can be implemented in under a day, eliminating the need for print servers whilst providing complete control over printing activities and costs.