CAHNRS Policy for adding a Network Printer
CAHNRS IT – Printer Network Eligibility and Onboarding Policy
Purpose
This policy establishes the criteria and process for determining whether a
printer may be connected to the CAHNRS-supported network, as well as the
requirements for onboarding approved devices. The goal is to ensure security,
reliability, supportability, and appropriate use of IT resources.
Scope
This policy applies to all CAHNRS departments, faculty, and staff requesting to
add printers to the network supported by CAHNRS IT.
Policy Statement
Printers will only be approved for network connectivity if they meet
established security, compatibility, and support standards. CAHNRS IT does not
purchase, build, or warranty printers or other equipment. Departments are
responsible for procurement decisions, vendor interactions, and lifecycle
management of their equipment.
CAHNRS IT will make best-effort recommendations based on experience and enterprise standards but cannot guarantee that any device will fully meet all user needs.
Roles and Responsibilities
- Departments / End Users
o Responsible for purchasing printers and working with vendors (e.g., US Micro or others).
o Responsible for returns, warranty claims, and replacements.
o Must provide accurate information and justification when requesting network access.
- CAHNRS IT
o Provides guidance and recommendations based on supported standards and known compatibility.
o Evaluates printer requests against security, compatibility, and supportability criteria.
o Configures and supports printers that meet policy requirements once approved.
o Does not act as a hardware vendor, system builder, or warranty provider.
Eligibility Criteria
A printer must meet the following minimum requirements to be considered for network connectivity:
- Manufacturer Support
o The device must be from a reputable manufacturer with active support and regular firmware updates.
o End-of-life (EOL) or end-of-support (EOS) devices may not be eligible
- Security Capabilities
o Must support secure network protocols for the wired network.
o Must support firmware updates to address vulnerabilities.
o Devices with known, unpatchable security risks will not be approved.
- Network Compatibility
o Must be compatible with CAHNRS and WSU network infrastructure and printing services.
o Must support standard enterprise printing protocols (e.g., IPP, LPD).
o Wired network connectivity is the only allowed method. Wireless-only printers are not allowed on the WSU Networks.
- Driver and OS Support
o Must have reliable drivers compatible with supported operating systems.
o Universal or manufacturer-supported drivers are preferred.
Request and Approval Process
- Submission
o Requestor submits a ticket including:
§ Printer make and model
§ Physical location
§ Available port that is activated.
§ PCR Request submitted if port Activation is required.
- Evaluation
o CAHNRS IT reviews the request against eligibility criteria.
o Security and compatibility checks are performed.
o Recommendations or alternatives may be provided if needed.
- Approval / Denial
o Approval is granted if all criteria are met.
o Denial will include an explanation and, when possible, recommended alternatives.
o Approval to connect a device to the network does not constitute an endorsement of the purchase decision.
Onboarding Requirements for Approved Printers
Approved printers must meet the following configuration standards before being added to the network:
- Secure Configuration
o Unnecessary services and protocols must be disabled.
o Firmware must be updated to the latest supported version.
- Network Configuration
o Printers must use a DHCP reservation.
o Devices may be placed on an appropriate network segment (e.g., VLAN) based on risk and usage.
- Naming and Documentation
o Printer must follow CAHNRS IT naming conventions.
o Device will be added to the applicable printer server..
- Access Control
o Access may be restricted based on department or role.
o CAHNRS IT will not handle address books or access.
Support and Maintenance
· CAHNRS IT will provide support only for approved and properly onboarded printers.
· Support is limited to connectivity, basic functionality, and integration with supported systems.
· Departments are responsible for consumables (toner, paper, etc.).
· Hardware issues, warranty claims, and vendor coordination remain the responsibility of the department.
Exceptions
Exceptions may be granted on a case-by-case basis with documented justification and acknowledgment of associated risks. Approval from CAHNRS IT leadership is required.
Compliance
Devices found on the network that do not comply with this policy may be removed, blocked, or restricted without notice to maintain network security and operational stability.
Review and Updates
This policy will be reviewed periodically and updated as needed to align with CAHNRS, WSU, and broader IT security standards.