uPrint Administrators

uPrint Administrators

McGill University offers a Campus Printing (uPrint) solution for academic staff and administrative and support staff. This campus-wide copy and print management solution allows any member of the McGill community with a valid McGill ID card to send a print job to the central print queue, and pick it up from the Xerox device of their choice. All users must have a FOAPAL assigned to their account in order to be able to print, copy or scan-to-email on any uPrint machine within McGill.

  • The Key Financial Contact (KFC) is the main contact for uPrint duties

    Requests to add/remove uPrint Administrators must be sent to fissecurity.acct [at] mcgill.ca (FIS Security) by the Key Financial Contact or Faculty/Budget Officer. The email must include the following information:
     - Full name of the delegate (must be a Finance User)
     - McGill ID
     - Assigned Organization Code

  • uPrint duties can be delegated by the KFC to uPrint Administrators (maximum of three (per Org Code)
  • uPrint Administrators  (KFC or those nominated by the KFC) are responsible for:

    - Assigning or deleting FOAPALs to faculty/staff/resource accounts
    - Setting default FOAPALs for faculty/staff/resource accounts
    - Assigning or deleting uPrint Badge IDs to users/resource accounts
    - Waiving passwords for uPrint cardBadge IDs

  • These duties are performed in the Minerva Finance (Fund) Administration Menu - uPrint Campus Printing Menu.
  • When a user is leaving a department, it is the responsibility of the Key Financial Contact or the uPrint Administrator of the former department to remove the FOAPAL(s) from the user profile. In the event that action is not taken, the former user will remain associated with his/her former FOAPAL(s).
  • When a user is coming into a department, it is the responsibility of the Key Financial Contact or the uPrint Administrator of the user’s new department to assign FOAPAL(s) to his or her profile.
  • Whenever, there is a card loss, it is the responsibility of the Key Financial Contact or the uPrint Administrator to delete the FOAPAL/Badge ID from the user's profile/resource account to prevent unauthorized charges.
  • A user that is not associated with a FOAPAL is not able to print, copy, nor scan-to-email on any uPrint machine on campus.

Note: For Research Grants and Contracts, you must have the written authorization (email/memo) of the Principal Investigator prior to assigning a FOAPAL through these menu options. This authorization must be kept for a minimum of 7 years in the event of an audit.

What is a resource account?

A resource account is created for special purposes when an account tied to a specific person may not be appropriate. The resource account credentials can be used as any other McGill Username.

Anyone other than Academic Staff and Administrative and Support Staff will need to use a Resource Account to print. For more information, consult the following article in the IT KB -Managing and using Resource Accounts with uPrint .

  • By default, FOAPALs are not assigned to resource accounts. Keep in mind that a resource account that is not associated with any FOAPAL may not be used to print, copy, nor scan-to-email on any uPrint device.
  • Once FOAPALs have been added or deleted, the changes will only appear on the device's Account screen after the next data update period. These occur daily (Monday to Friday, excluding holidays) at 6am, 10am, 1pm and 4pm.

What is a uPrint card (Badge ID)?

A uPrint card is a physical card available for users who do not have a valid academic staff or administrative and support staff McGill ID card.

A uPrint Card is intended as a way for departments or faculties to associate resource accounts with a card that can be swiped at a uPrint device. Only Active casual staff or externals (contract staff), who do not have a McGill staff ID card, will need a uPrint card. To request a uPrint card Badge ID, consult the following article in the IT KB - uPrint cards: which one is right for you? .

  • By default, resource accounts/users are not assigned to uPrint card Badge IDs. Keep in mind that a uPrint card that is not associated with any resource account/user may not be used to print, copy, nor scan-to-email on any uPrint device.
  • Once a resource account/user has been assigned to a uPrint card, the card will only be usable after the next data update period. These occur daily (Monday to Friday, excluding holidays) at 6am, 10am, 1pm and 4pm.

Frequently Asked Questions

 

Question Answer
How do I find the Key Financial Contact for an Organization code?

To find out who the Key Financial Contact is for a particular Organization Code, use the Banner form FTMORGN.

If you do not have Banner access, contact the Finance Help Desk by fishelp.acct [at] mcgill.ca (email) or phone at 514-398-3463 and we will look it up for you.
How do I change the Key Financial Contact for an Organization code?

All requests to change aKey Financial Contact must be sent to fissecurity.acct [at] mcgill.ca (FIS Security).

Note: Key Financial Contacts will not be changed for the sole purpose of re-assigning uPrint related duties. However, up to three uPrint Administrators may be assigned.

How do I add/remove uPrint Administrators for an Organization code?

All requests to add/remove uPrint Administrators must be sent to fissecurity.acct [at] mcgill.ca (FIS Security) by the Key Financial Contact or Faculty/Budget Officer. The email must include the following information:

  • Full name of the delegate (must be a Finance User)
  • McGill ID
  • Assigned Organization Code
For uPrint purposes, how do I assign a FOAPAL to a student?

Instead of assigning a FOAPAL to a Student, you provide them with a resource account - this resource account is assigned to a FOAPAL. When printing from a computer, the student must be logged in using the resource account. If you would like the student to login/release a print job at a uPrint device by swiping a physical card, then a uPrint card Badge ID is also needed. This uPrint card Badge ID is in turn associated to the same resource account.

Note: If a Student sends a print job to a uPrint device from a computer, where they used their own credentials to log in, or uses a uPrint device with their Student ID, then their student fee account will be automatically charged.

I assigned a new FOAPAL to a user, but, it still shows the old FOAPAL as the default. Why? When assigning the new FOAPAL, there was a field to check off called "Default FOAPAL". Go back and edit the FOAPAL and select it as the default. Once you have edited the FOAPAL, if needed, delete the old FOAPAL.
When looking at the Summary of FOAPAL Information, the Default Fund is appearing in red and a message below it that says "Invalid code". What do I do? The Fund in red may indicate that the Fund is either Frozen, or Terminated. Contact the Fund Administration for more information. Otherwise, to continue using uPrint enabled devices, have the KFC or uPrint Administrator change the Default Fund to be a different fund.
For uPrint purposes, how do I assign a FOAPAL to a casual (non-student)?

Use the menu option to assign or delete FOAPALs associated to Users. If the individual does not have a McGill staff ID card, and you would like them to be able to login/release a print job at a uPrint device by swiping a physical card, then a uPrint card Badge ID is also needed. This uPrint card Badge ID will need to be associated to the User.

I logged in to Minerva and I don't see any menu options to assign FOAPALs/I cannot access the menu options. What happened?
  • You may be using the wrong menu - you may assign and delete FOAPALs only in the Finance (Fund) Administration menu, not the Employee menu.
  • You must be named as the Key Financial Contact (KFC) or as a uPrint Administrator in the Banner form FTMORGN. If your name does not appear in this form, the menu options to assign/delete FOAPALs are locked.
Where can I view all funds assigned to a User/resource account? Use the same menu option you would use to assign or delete FOAPALs. Enter the McGill ID/Username and click the List button.
Where can I view all resource accounts assigned to a fund? Use the View Users by Fund menu option. Enter the Fund Code, check the box next to Resource Accounts only and click the Search button.
I just received the uPrint card(s) (Badge ID) I requested. Are they ready to use/do I have to do something?

The cards are NOT ready to use on uPrint devices just yet. All uPrint cards must be associated with either a User or a resource account using the appropriate menu option to assign or delete FOAPALs in Minerva. Once the uPrint card is associated to a User or resource account, it will be usable after the next data update period which occurs daily (Monday to Friday, excluding holidays) at 6am, 10am, 1pm and 4pm.

Note: A FOAPAL must first be assigned to a User or resource account before a uPrint card Badge ID may be assigned.
Can I assign more than one FOAPAL to a User/Resource Account? Yes, you may assign as many FOAPALs as needed to a user/resource account. However, only one FOAPAL is assigned as the default.
How do I waive the password for a user? Passwords are waived for uPrint card Badge IDs. If the password is waived, it means that that there will be no prompt to enter a password when swiping the card at any uPrint device. You have the option to waive the password when assigning a new uPrint card or when editing a card previously assigned to a user. Be sure to select the radio button under “PSWD waived”.

Academic staff and administrative and support staff members have the password prompt disabled by default. For added security, you can enable the password prompt, using the Employee Menu > uPrint - Campus Printing Menu > uPrint - Password Waiver form.
I have been told that a uPrint card seems to be deactivated – it is not working at any uPrint devices. How do I reactivate the uPrint card? Associate the uPrint card with either a User or a resource account using the appropriate menu option to assign or delete FOAPALs in Minerva. Once the uPrint card is associated to a User or resource account, it will be usable after the next data update period which occurs daily (Monday to Friday, excluding holidays) at 6am, 10am, 1pm and 4pm.
Associate the uPrint card with either a User or a resource account using the appropriate menu option to assign or delete FOAPALs in Minerva. Once the uPrint card is associated to a User or resource account, it will be usable after the next data update period which occurs daily (Monday to Friday, excluding holidays) at 6am, 10am, 1pm and 4pm.
I lost my uPrint card. What should I do? You need to advise the Key Financial Contact or the uPrint Administrator within your unit to delete the FOAPAL/Badge ID, assigned to the user's profile/resource account. A new card can be requested by submitting the uPrint Card Request form found on the IT Services website.