PrintSmart is the centralized printing infrastructure at Ball State University designed to provide students, faculty, and staff with a secure, efficient, and mobile-friendly way to handle documents across the campus. Unlike traditional direct-to-printer setups, PrintSmart utilizes a "release" system, where documents are sent to a virtual queue and only printed when the user physically arrives at a station and authenticates their identity. This system significantly reduces paper waste from abandoned print jobs and ensures that sensitive documents do not sit unattended in exit trays.

Understanding the PrintSmart Allocation and Costs

Every active member of the Ball State community is provided with a pre-loaded printing credit at the beginning of each semester. These funds are not "real" cash in the sense that they cannot be withdrawn, but they function as a dedicated budget for academic and administrative printing needs.

Semester Credits for Students and Staff

Currently enrolled students receive a $30 allocation per semester. This balance is reset approximately one week before the start of each new semester, meaning unused funds do not roll over. Faculty and staff members are provided with a $10 allocation per semester for work-related or personal printing needs. For visitors or guests who purchase a temporary account, a $1 credit is typically provided to facilitate basic needs.

Breaking Down the Cost per Page

The cost of printing is deducted directly from the PrintSmart balance based on the type of document and the paper size used:

  • Black and White (Standard Letter): 5 cents per side.
  • Color (Standard Letter): 25 cents per side.
  • Ledger (11 x 17): 20 cents for black and white (only available on color-capable machines) and 50 cents for color.

It is important to note that the system defaults to duplex (two-sided) printing. A two-sided black and white document will cost 10 cents (5 cents per side). If you only need a single-sided print, you must manually adjust the settings before releasing the job at the station, or you will be charged for two sides if the document spans multiple pages.

Managing a Depleted Balance

If the semester allocation is exhausted before the term ends, the system automatically begins drawing funds from the user's Cardinal Cash account. Cardinal Cash is a separate, reloadable debit account tied to the Ball State ID card. If both the PrintSmart allocation and Cardinal Cash are empty, the print job will be held in the queue but cannot be released until funds are added via the bursar’s portal or a designated kiosk.

How to Set Up Remote Printing on Your Devices

The primary advantage of PrintSmart is the ability to send a document from a residence hall, a coffee shop, or even while walking across the McKinley Avenue bridge, and then picking it up at a convenient location.

Windows Laptop and Desktop Setup

For Windows users, the most reliable method is installing the PrintSmart drivers directly. This allows the PrintSmart queue to appear as a standard printer option in software like Microsoft Word or Adobe Acrobat.

  1. The user must be connected to the "bsu-secure" Wi-Fi network. Printing will not work on the "bsu-guest" network.
  2. Navigate to the university’s internal technology portal to download the PrintSmart Client.
  3. Once installed, selecting "Print" in any application will show "Student_PrintSmart" or "Staff_PrintSmart" as a destination.
  4. After hitting print, a pop-up window will ask for Ball State credentials to link the job to the correct account.

macOS Configuration

Mac users often face challenges with traditional driver installations due to Apple's security protocols. While drivers are available, many find the "Mobile Print" web interface or the AirPrint-compatible setup more efficient. If using the driver method, ensure that the "CUPS" printing system is updated and that the printer is added via the System Settings using the specific BSU server address.

Mobile Printing for iOS and Android

For those who need to print from a smartphone or tablet, the Mobile Print portal is the most effective tool.

  • Web Upload: Users can log into the PrintSmart mobile portal through a web browser, upload a PDF or Image file, and it will immediately enter the queue.
  • Email to Print: By sending an attachment from a registered Ball State email address to the designated mobile print email alias, the document is automatically processed. This is particularly useful for quick receipts or syllabi.

Finding PrintSmart Locations Across Campus

Printers are strategically placed in high-traffic areas and academic buildings. Identifying a PrintSmart machine is easy: look for the green and white "PrintSmart" logo sticker on the side or front of the multifunction device.

Bracken Library: The Central Hub

As the primary study location on campus, Bracken Library houses the highest concentration of printers:

  • First Floor West: Located near the reference desk. This area has both high-volume black and white printers and color units. It is often the busiest spot on campus.
  • First Floor East: Near the periodicals and reserves. This is a good secondary option if the West side is crowded.
  • Third Floor: Multiple black and white stations are located near the computer labs. These are generally quieter and faster for simple text documents.
  • Lower Level: Located in the Educational Resources and Music/Media sections.

Academic Buildings and Atriums

Beyond the library, printers are located in specialized labs and public spaces:

  • Architecture Building (AB 116): Offers both standard and large-format printing for design students.
  • Health Professions Building (HB 101): Convenient for students in the north end of campus.
  • Applied Technology (AJ) Atrium: A central hub for students in the College of Communication, Information, and Media.
  • Teachers College: Located on the first floor near the McKinley entrance.
  • Robert Bell (RB 165): Frequently used by Computer Science and English students.

Residence Hall Access

Most major residence halls have a PrintSmart station located in or near the computer lab or lobby area. This includes Johnson Halls (JE 179), Dehority Hall (DH 161), Kinghorn Hall (KI 106), and the newer North Residence Hall. These locations are restricted to residents or those with building access, making them highly convenient for late-night essay finishing.

The Physical Workflow: Releasing Your Document

Once a job is sent to the queue, it remains in a "pending" state. It has not been printed yet, and your account has not been charged.

Authentication Steps

When you arrive at a PrintSmart station:

  1. Swipe or Tap: Use your Ball State ID card on the card reader attached to the printer. If you forgot your card, most machines allow for manual login using your BSU username and password on the touchscreen.
  2. Select Jobs: The screen will display a list of all documents currently in your queue. It will show the document name, the number of pages, and the cost.
  3. Review Settings: This is the final opportunity to check if you are printing in color or black and white. If you accidentally sent a color job but only need black and white, it is cheaper to delete the job and resend it correctly.
  4. Print: Select the jobs you want and press "Print." The machine will begin processing, and your balance will be deducted.

The 24-Hour Rule

Print jobs are held in the secure queue for exactly 24 hours from the moment they are submitted. If they are not released within this window, the system automatically deletes them to maintain server performance. There is no charge for jobs that are deleted or never released; the deduction only occurs when the "Print" button is pressed at the physical machine.

Troubleshooting Common PrintSmart Issues

Even with a robust system, users may encounter hurdles. Based on common support tickets at the Tech Center, here is how to handle the most frequent problems.

Why Is My Document Taking So Long?

Large PDF files or complex PowerPoint presentations with high-resolution images can take several minutes to "spool" at the printer. When a printer receives a 50MB file, it must process every pixel before the first page exits.

  • The Fix: Use the "Compress PDF" feature in Adobe Acrobat or "Compress Pictures" in PowerPoint before sending the job. For PowerPoints, printing "Handouts" (6 slides per page) significantly reduces the processing load compared to full-page slides.

"Account Not Found" or Login Errors

This usually happens if a student is newly enrolled or if their Ball State ID card has been recently replaced.

  • The Fix: New cards may take 24 to 48 hours to sync with the PrintSmart database. In the meantime, use the manual login option on the touchscreen. If the problem persists, a visit to the ID Card Office in the Student Center is necessary to ensure the card's chip is active.

Paper Jams and Hardware Failures

If a printer jams halfway through your job, do not attempt to reach into the internal rollers unless you are familiar with the specific model.

  • The Fix: Report the issue to the nearest service desk (e.g., the library circulation desk). If you were charged for pages that did not print due to a jam, you can request a refund by contacting the Technology HelpDesk. Provide the date, time, and printer location to facilitate the credit back to your account.

Printing Specialized Paper (Resumes and Matte)

Standard black and white printers at BSU only use the university-provided letter paper. Using your own paper (like heavy resume stock) in these machines can cause severe jams and heat damage to your paper.

  • The Fix: If you need to print on specific resume paper, you must use the color-capable multifunction devices. These machines have "bypass trays" designed for manual feeding. Always consult with a library staff member or a Tech Center employee before inserting your own paper to ensure it is compatible with the laser fuser.

PrintSmart vs. BSU Printing Services

It is vital to distinguish between the self-service PrintSmart and the professional Printing Services department.

While PrintSmart is perfect for essays, articles, and small flyers, it is not intended for professional-grade production. For high-volume projects (over 500 copies), wide-format banners, vinyl stickers, or bound booklets, you should contact Printing Services located in the Service and Stores building. They offer offset printing and professional finishing services (cutting, folding, binding) that the campus multifunction printers cannot handle.

Sustainability and Environmental Impact

Ball State University prioritizes sustainability, and PrintSmart is a cornerstone of this effort. By defaulting to duplex printing, the university has historically reduced its paper consumption by millions of sheets per year. Furthermore, the "secure release" model eliminates the stacks of unclaimed paper that used to clutter printer rooms.

Users are encouraged to use the "Scan to Email" feature, which is free at all PrintSmart stations. Instead of printing a physical copy of a book chapter or a hand-written note, you can scan it directly to your BSU email as a high-quality PDF. This not only saves your PrintSmart allocation but also keeps your backpack lighter.

Summary of Best Practices

To ensure a smooth printing experience, keep these tips in mind:

  • Check the Network: Always ensure you are on "bsu-secure" Wi-Fi.
  • Monitor Your Balance: Check your remaining credit through the mobile print portal before heading to the printer.
  • Use the Right Machine: Don't use a color printer for a 50-page black and white essay if a B&W printer is available; it helps reduce wear on more expensive equipment.
  • Plan Ahead: During finals week, printer lines in Bracken Library can be 10-15 people deep. Try less-frequented locations like the North Quad or the Rec Center.

Frequently Asked Questions (FAQ)

What happens if I send a job but the printer is broken?

You can go to any other PrintSmart printer on campus. Your document is stored in the "cloud" queue, not on a specific machine. Simply log into a working machine, and your job will be there.

Can I print from my iPad?

Yes. Use the Mobile Print web portal to upload your documents, or configure the BSU print settings in your iPad's "Print" menu while connected to the secure Wi-Fi.

Why can't I print my 11x17 poster in black and white?

The standard black and white printers only hold 8.5x11 (letter) paper. To print on 11x17 (ledger) paper, you must send your job to a color-capable machine, which has multiple paper trays for different sizes.

How do I cancel a job I accidentally sent?

You can delete a job by logging into the Mobile Print portal on your phone or by selecting the job at the printer screen and hitting the "Delete" or "Trash" icon instead of "Print."

Does my PrintSmart money roll over to the summer?

Allocations are refreshed every semester (Fall, Spring, Summer). If you have a balance from Spring, it will be replaced by the Summer allocation; they do not add together.

Where is the closest printer to the Student Center?

The Student Center Tally and Room 118 both host PrintSmart stations, which are ideal for students grabbing a meal between classes.

Is there a limit to how many pages I can print at once?

While there isn't a strict "page limit," very large jobs (e.g., 200+ pages) may be paused by the system to prevent overheating. It is better to break very large documents into smaller chunks of 50 pages each.

Can I print in color at the residence halls?

Most residence hall printers are black and white only. For color printing, you will typically need to visit the libraries or major academic hubs like the AJ Atrium.

Who do I call if I lose my ID card and need to print?

Contact the Technology HelpDesk at 765-285-1517. They can help you with a temporary solution, but your first stop should be the ID Card Office to get a replacement card for physical authentication at the printers.

Can I use PrintSmart if I am an Alumnus?

PrintSmart is reserved for current students, faculty, and staff. Alumni and visitors must purchase a guest account at the library to receive a limited printing credit.