Plotter Printing Policy

Definitions

Academic Purpose & Student-Generated Content: Materials created by students in support of their education, including coursework, class projects, presentations, research posters or related presentations. This excludes non-academic personal or professional use.
Cat Cash: A debit account associated with a student's university ID, used for various campus services, including plotter printing. Payments for plotter printing can be made via Cat Cash, which can be topped up using various methods.
Chargeback: The process in which a department, business unit, or program agrees to cover the cost of plotter printing for students in a specific course or academic event. A chargeback is applied to a designated budget or chart string, and the charges are processed through the university's financial system
Plotter: A wide-format printer capable of printing large-scale documents, such as posters, blueprints, and other large graphics.
Poster Printing: The process of printing large-scale, wide-format prints on the University Library’s plotters, typically used for academic posters or other large presentations.
Self-Service Printing: A printing option where users operate the plotter themselves, following the guides and instructions provided. Library staff may offer basic assistance, but users are responsible for completing the printing process.
Student-Group Generated Content: Materials created by students specifically related to an official student group or organization. A student group that requires plotter printing and has an active chart-string with available funds may also request a chargeback using the Plotter Printing Request Form.

Policy Statement

Northwestern University Libraries provide plotter printing services to support the academic and research needs of our students, faculty, and staff. This policy outlines the available printing options, payment methods, and eligibility for chargebacks related to course printing.

Purpose

The University Libraries' plotter printing services support academic and research activities at Northwestern. These devices, located in the Main and Mudd libraries, are part of the Northwestern Print solution, providing convenient access to printing for academic needs.

Students can pay for plotter printing using Cat Cash at any time. Additionally, certain academic courses and programs may arrange chargebacks to cover printing costs for students. This policy details the available options, including payment methods, and chargeback eligibility for course-related printing, the process for submitting requests, and guidelines for self-service and mediated printing. Our goal is to ensure equitable access to plotter printing while maintaining an efficient and sustainable process.

Audience

This policy applies to all Northwestern University students, faculty, and staff who wish to use the plotter printing services.

Printing Options By Affiliation

Students

Students may print to plotters for any purpose at any time using their personal Cat Cash account.
If your course requires a poster, your school or department may cover the cost of printing the poster on a library plotter through a chargeback arrangement. Ask your instructor if this applies to you.

Faculty & Departments

If your class requires your students to print posters, your department may arrange a chargeback to cover the cost of printing posters on library plotters. Please submit a request for a chargeback at least 10 business days in advance using our Plotter Chargeback Request Form.

University Faculty & Staff (Non-Academic Use)

Faculty may print to the plotters for any purpose at any time using their personal Cat Cash account. Faculty members are responsible for seeking reimbursement for work-related printing from the appropriate business unit.
Chargebacks are not available for general faculty/staff use, but individuals may arrange reimbursement through their department.

Eligibility Criteria

To qualify for chargeback services, the following conditions must be met:

Minimum Print Requirement: Chargeback requests must include a minimum of five (5) printed items. This threshold may be met by one individual printing five items, five individuals printing one item each, or any combination thereof. This requirement applies to all chargeback-eligible requests from departments or student groups. There is no strict maximum.
Student-Created Content: The print content must be created by one or more students for academic purposes, either individually or as part of an official student group. Student groups must have an active chart string with available funds to be eligible for chargeback requests.
Academic Purpose: The print must be intended for academic use, such as class projects, presentations, or research displays.
Departmental Approval: A representative from a department, program, business unit, or student group must request and agree to cover the printing costs, documenting the purpose at the time of the request.
Limited Use: Chargeback arrangements are available for a defined period (e.g., two weeks per quarter) and for a defined group of individuals to maintain efficiency.

How Chargebacks Work for Academic Use

A representative of the department, business unit, or program must submit a request at least 10 business days in advance through the Northwestern University Libraries Plotter Chargeback Request Form.
Once eligibility is verified, the library will proceed with the necessary configuration changes in Northwestern Print to support the request. Additional information, such as NetIDs of authorized individuals, may be required.
After the availability window, a library representative will inform the requester of the total cost and provide any additional information. Upon agreement, the library will create a journal entry for the provided chart string.
The University Libraries retains the right to decline any request at its sole discretion.

Support & Assistance

The library operates a self-service plotter printing model. Requesters or their designated representatives are responsible for completing their own print jobs using the plotter.
Library staff are happy to assist students with basic troubleshooting and following the plotter guide.
Library desk support hours vary, please contact the library to confirm staff will be present at the time you will need assistance.

Effective Date: This policy is effective as of May 22, 2025

History: August 18, 2025 – Initial release

Review and Revision: This policy will be reviewed annually and revised, as necessary.