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- Roles and responsibilities
- Device information and how to guides
- Help & Support
- Moving a device
- Alerts
- Changing a printer rep
- Recycling service/sustainability
Role and responsibilities
Each device or group of devices will require the following personnel to be associated
- Primary print representative
- Secondary print representative
- Paper orderer
If you are interested in becoming a print Rep then please contact the ISD IT Services.
Primary/secondary print representative
- Accept consumable deliveries
- Replace consumables
- Liaise with support teams regarding status of consumables
- Arrange used consumable recycling * (see recycling section)
- Carry out basic troubleshooting when instructed by service provider
- Be point of contact for hardware engineers attending site
- Liaise with ISD IT Services/service provider to assist in closing incidents
Paper orderer
- Order paper from ISD’s Print @ UCL account on UCL’s Finance System as and when required.
Device information and how to guides
- Device types
Our service provider Xerox UK LTD have provided the flowing devices
MFD - Multi-Function Device (copy/print/scan & fax* where applicable)
Print - Print only
All devices are duplex capable
Model Type Key features Workcentre 7830/55 MFD Colour, A3, Staple* where finisher unit is fitted Workcentre 5845/5945 MFD Mono, A3 ColorQube 8900 MFD Colour, A4, Staple* (convenience stapler post output) Phaser 3635 MFD Mono, A4, Staple* (convenience stapler post output) Workcentre 3655 MFD Mono, A4, Staple* (convenience stapler post output) Phaser 4600/4622 Print Mono, A4 Phaser 3320 Print Mono, A4 - How to register your ID card with Print @ UCL
The first time you use the Print @ UCL service you will need to register your UCL ID card.
- How to add the print queue to your computer
If you are using the “follow you” secure printing system (with your ID card) then follow the connection instructions for your operating system.
If you are using a print only device, a print queue name label should be attached on the front of the printer itself. Simply follow the same instructions as above, but enter the print queue name on the label instead of print-UCL.
- Letterhead, label and card printing
We have written a how to guide for printing letterheads, labels or cards.
- Stapling a print job
Only the 7830/55 has the option of stapling automatically (if fitted with the optional finishing unit)
There are instructions on how to do this as part of How to customise your print output guide.
- Scanning
The defaults for scan to email are as follows
- Black & White
- Single sided
- PDF (image only)
- 300 dpi resolution
Instructions on how to change any of these features and how to scan
- Copying
The defaults for scan to email are as follows
- Black & White
- Single sided
- Consumable replenishment
Depending on which device you are responsible for, there are a number of consumables that will need to be replenished at different times. The life of each consumable depends on usage. Toner and waste toner are the most commonly replaced consumables.
Every network connected Print @ UCL device is monitored by Xerox. These devices are constantly polled for status updates, which include supplies. When a device reports a consumable is running low (usually <30%) a ticket is automatically generated and assigned to a call handling agent in the Xerox offsite data centre, this agent will carry out the necessary calculations and checks. As a print rep you may be contacted by a Xerox call handling agent requesting information regarding the device(s)
Once the consumable has been identified as “required” the call handler will place this order which will be dispatched and delivered to your registered address. NB. If you are based in a multi departmental building your consumables can be identified as the serial and/or asset number will be printed on the picking note sticker.
Staples
Please note that staples are not automatically dispatched. If you require staples for your Print @ UCL device, contact the ISD IT Services quoting the asset number of the device.
Below are links to the Xerox support website which has detailed videos on how each consumable is replaced.
WC7830/55
WC5845
WC5945
WC3655
PH4600/4620
PH3635
PH3320
CQ8900
Help & support
Reporting an issue (logging a call)
If an issue or fault develops with a Print @ UCL then please report this to the ISD IT Services
Every Print @ UCL device will have a green asset information sticker as shown below
Please refrain from contacting members of support staff directly as this will bypass critical reporting tools and can even delay resolution.
The asset number must be quoted.
The ISD Services has the ability to remote connect to the print device in order to monitor the end user in assisting with issues.
Contacting the IT Services
Phone: Internal 25000 External 020 7679 5000
Email: IT Services
Further details about the IT Services.
Moving a device
Please note all Print @ UCL devices are tied down to the network port they are plugged into, therefore if you wish to move a device you must contact the ISD IT Services with the following information:
1. Device Asset Number
2. Current location & network port number
3. Future location & network port number
You will be notified once the network port has been configured and a member of the Print @ UCL team will be in touch to arrange the physical move of the device.
Please do not attempt to move any device yourself as some devices can be easily damaged, our contractor Xerox have sole responsibility for all moves.
Device alerts
As a print rep you will receive notification when a device you are responsible for falls into the following conditions:
- Engineer dispatched
- Consumable dispatched
- Incident open/closed
- Assistance required
In addition to the above, you can opt into receiving real time alerts from the devices you are responsible for the following:
- Toner empty
- Waste toner full
- Paper empty
- Paper Jam
- Other consumables needing replacing
These alerts are very useful especially if you are responsible for device across multiple rooms/floors/sites. If you do wish to opt in, contact the ISD IT Services and provide the asset numbers of the devices along with a list of email addresses of users you wish to receive this information- it is a good idea to setup a mailing list for this.
Change of print reps
If you want to register yourself as a print rep or make ISD aware that you will no longer be a print rep, please contact the ISD IT Services and advise them of the situation including the Asset number of the devices.