How to Print, Scan and Copy

MFDs

In the University you can print, scan or copy using any of the Multi-Function Devices (MFDs) located on the University Campuses. MFD’s are Multi-Function Devices that can be used for printing, scanning or copying.

The University uses a system called “Follow You Printing” to enable students to use the MFDs to print, scan or copy. Prints are released by scanning your University ID card at the MFD and they are paid for by the credit in your Print Account, so to print using an MFD you will need:

• Your University ID card
• Enough credit in your print account to pay for your printing.

To add credit to your print account or to check your print credit balance click here https://secure.wlv.ac.uk/printcredit//

The first time that you use an MFD you will need to register your University ID card using the card reader situated on the right hand side of the MFD (see below). You should only need to do this once. Once you have registered your card in future you just need log in by holding your University ID card over the card reader, or if you don’t have your ID card to hand you can log in manually using the display screen on the MFD.

Digital Print Services

Alternatively, you can use the services offered by the on-site University print room, called Digital Print Services which is located in MKb, off Molineux Street, City Campus, at the rear of the George Wallis (MK) Building. DPS will print and bind your document for you and they also offer a comprehensive range of digital print and print finishing services which are available to all students at competitive prices.

Help with Printing, Copying and Scanning

If you have problems with printing, scanning or copying using an MFD (Multi-Function Device), please ask for help.

If you’re using an MFD in one of the libraries and you have a paper jam or need the toner/paper replaced please ask a member of library staff.

If you are using an MFD that is not located in a library please contact the Key Contact listed on the notice next to the MFD to report a problem.

If you find that you still need help, please contact the IT Service Desk on extension 2000 (01902 322000) during their opening hours. You will need to provide the following information:

•  Your IT username
• Nature of the problem / error message
• Where you are experiencing the problem eg MX Building 3rd Floor
• The DPS no. of the relevant printer, displayed on the front of every MFD.

  The Service Desk Advisor that takes your call will pass your query onto specialist technical staff, who will investigate and get back to you as soon as possible. 

How to Register your University ID Card at an MFD

The first time that you use a Multi-Function Device (MFD) you will need to register your University ID card using the card reader on the right-hand side of the MFD. You should only have to do this once. The next time you use an MFD you just need hold your ID card over the card reader and the MFD will log you in.

To register your card for the first time, please follow the instructions below:

1. Hold your University ID Card over the card reader as shown in the picture below:

2. Once you have done this the screen shown below will load for you to enter your User ID.

3. Click in the User ID box and the screen shown below will load. Enter your User ID and select “OK”.

4. When you have done this the screen below will load.

5. Click in the Password field and the screen below will load.

6. Enter your password and then select “Login”. The MFD should then log you in and your card will have been registered.

How to Load Credit onto your Print Account

What is my Print Account?

All students are automatically assigned a Print Account when they receive their University IT log-in ID. You use this Print Account to pay for all services provided by the Multi-Function Devices (MFDs), such as printing, scanning or copying. You need to add credit to this account before you can use the MFDs.

Currently you are not able to pay for services from the Universities in-house print room (Digital Print Services) using your Print Account. You will need to pay DPS via cash or debit/credit card, but in April 2017 the University is introducing a new electronic job ticket which will enable you to send jobs electronically to DPS and pay for them via your print credit, so look out for more information about that in Spring 2017.

How do I add credit to my Print Account?

Before you can use an MFD to print copy or scan you need to load some credit onto your print account. To do this you use the University's web payment gateway https://secure.wlv.ac.uk/printcredit// to add credit to your account online, using your debit or credit card. This opens a new secure window to complete your transactions.

You can add as much money as you like to your Print Account, starting at a minimum of £5. This print credit will be available to use on any MFD on any campus.

NB: Ensure that the information you enter is formatted exactly the same as your details for your IT account. When you use the web payment gateway, ensure that you DO NOT use your browser’s forward or backward buttons as this will make your transaction invalid.

You can obtain a refund of your print credit at any time if your balance is £1 or more. Click here to find out how to obtain a refund (Link to Students Page 5 How to Obtain a Refund of your Print Credit.)

The default mechanism for students to load print credit onto their University ID cards will be via top-up online with a minimum value of £5.00.

In exceptional circumstances students will be able to top-up with cash at either of two locations at City Campus:

MX Cashiers - Ground Floor, MX Building

Digital Print Services - MKb Building, at rear of the School of Art (George Wallis Building)

Please see here for prices of printing. 

How to check your Print Account Balance

You can check your print account balance at any time by accessing the University's web payment gateway https://secure.wlv.ac.uk/printcredit//

Log in to the payment gateway and your current print credit balance will be displayed on screen.

Your opening Print Account Balance will also be displayed on screen at any MFD when you login. Please note after you have used an MFD to print, scan or copy your print balance will not be adjusted until you have logged out of your account and logged back in again.

How to Obtain a Refund of your Print Credit

You can obtain a refund of your online top-up print credit at any time of the year, by emailing the Cashiers at City Campus at cashiers@wlv.ac.uk Balances below £1.00 will not be refunded. Balances will be refunded back to the payment card that made the original deposit. They will not be refunded via cash.

If you originally topped up your print credit via a card payment at the cashiers window rather than online then you will need to return to the Cashiers Dept in MX on City Campus and present the card that you originally used to top-up, so that you can be given a refund. Balances below £1 will not be refunded.

There will be no refund for cash top-ups.

How to Print on a Multi-Function Device (MFD)

You can print using any of the Multi-Function Devices (MFDs) located on the University Campuses. The University uses a system called “Follow You Printing” to enable students and staff to print, scan or copy to an MFD. Prints are released by scanning your University ID card at the MFD and they are paid for by the credit in your Print Account, so to print using an MFD you will need:

• Your University ID card
• Enough credit in your print account to pay for your printing.

To add credit to your print account or to check your print credit balance click here https://secure.wlv.ac.uk/printcredit//

The first time that you use an MFD you will need to register your card at the scanner (please see the How to Register Your University ID Card section). You should only need to do this once. Once you have registered your card, in future you just need to login by holding your ID card over the card reader on the right hand side of the MFD.

Print Options

On an MFD you have the ability to print:

• At A4 or A3 size
• In black and white or colour
• 2 or 1-sided (Double or single-sided)
• Collated or uncollated
• Stapled or unstapled

The default options set on the MFDs are:

• Black and white
• 2-sided (Double-sided)
• Collated
• Unstapled

You can change these settings if you wish (see point 3. below)

How to send to Print

When you are ready to print follow these steps to print your work:

1. Select “File, Print”

2. Your default printer should be set to the “Follow-You Students on eqtr-cen-oneq1” queue, but if it isn’t, under the heading “Printer” click on the down arrow and select “Follow-You Students on eqtr-cen-oneq1”, see screen shot below.

3. You now have the opportunity to change how your document will print. If you don’t change any of the options your document will be printed as black and white (even if your document is a colour one), double-sided, collated and unstapled. If you want to change how your document will print click on “Printer Properties” and select your desired print options. Once you have made your selections on the Printer Properties screen click “OK” and then click “Print”.

4. Once you click “Print” your document will be sent to the “Follow You Students” printer queue and you can release this job to print at any MFD on any of the campuses, using your University ID card, provided you have enough credit in your Print Account.

5. You can send more than one job to print at a time and then go to any MFD to print them.

6. When you send a file or files to print only you can release the print by using your University ID Card. This is a useful security feature to ensure someone else does not collect your prints by mistake.

How much time do I have to collect my print job?

Your print job will remain on the University print server for 72 hours. After this time, if you have not printed your job it will be deleted.

How to release your Job to Print

1. Go to the MFD you wish to print to.

2. If the device has not been used recently the display panel will be black because the device is in sleep mode. Touch the panel to wake it up and the screen will come back on.

3. You will see three icons on the panel: “Follow You Printing”, “Scan to me” and “Enable Copier”.

4. Use the touch screen to select “Follow you Printing”.

5. Now you need to log in, using your University ID Card. Hold your card over the card reader, situated on the right hand-side of the MFD. The card reader will log you into your print account.

6. If you don’t have your University card available, you can log in manually, by entering your user ID and password, as follows:

7. Click “Login” on the screen and the screen shown below will load.

8. Click in the User ID box and the screen shown below will load. Enter your User ID and select “OK”.

9. When you have done this the screen below will load.

10. Click in the Password field and the screen below will load.

11. Enter your password and then select “Login”. The MFD should then log you in.

12. Once you have logged in the screen will display any jobs that you have sent to print. You can select which job you want to print by clicking on it, or you can select to print all of the jobs in the queue.

13. If you no longer wish to print a job that is in your queue highlight the job on the panel and the select the delete icon on the left-hand side of the panel.

14. Once you have finished printing you must log out, either by holding your ID card over the card reader again, or by selecting “Logout” on the display screen. No-one else can use your print account to print or scan, but if another user approaches the MFD immediately after you have been using it and you have not logged out, they could potentially use your account to carry out photocopying. The MFD will automatically log you out after one minute if you have not touched the screen.

How to Scan on a Multi-Function Device (MFD)

You can scan using any of the Multi-Function Devices (MFDs) located on the University Campuses. The University uses a system called “Scan to me” to enable students to use an MFD to carry out scanning. Scans are charged at the rate of 1p per scan, regardless of whether you are scanning A4 or A3, black and white or colour, so to carry out any scanning you will need:

• Your University ID card
• Enough credit in your print account to pay for your scanning.

To add credit to your print account or to check your print credit balance click here https://secure.wlv.ac.uk/printcredit//

The first time that you use an MFD you will need to register your card at the scanner (please see the How to Register Your University ID Card section). You should only need to do this once. Once you have registered your card in future you just need to login by holding your card over the card reader situated on the right-hand side of the MFD.

Before you start to scan, your attention is drawn to the regulations regarding scanning or copying of material that is covered by Copyright Regulations. For more information about Copyright Regulations in the University click here. For information regarding Copyright in general please view the Copyright Licensing Agency website.

How to Scan

1. Go to the MFD that you wish to use for scanning.

2. Place the document that you wish to scan face up in the document feeder, or face down on the glass. If you are scanning part of a book the hinged cover on the MFD can be raised at the back so that the device cover lies flat across the book.

3. Before you start scanning you need to login. If the MFD has not been used recently the display panel will be black because the device is in “sleep mode”. Touch the panel to wake it up and the screen will come back on.

4. To log in using your University ID Card hold your card over the card reader situated on the right hand-side of the MFD. The card reader will log you into your print account.

5. If you don’t have your University card available you can log in manually by typing in your user ID and your password into the display panel and then pressing “login”.

6. Click “Login” on the touch screen and the screen shown below will load.

7. Click in the User ID box and the screen shown below will load. Enter your User ID and select “OK”.

8. When you have done this the screen below will load.

9. Click in the Password field and the screen below will load.

10. Enter your password and then select “Login”. The MFD should then log you in.

11. Having logged in, you will see three icons on the panel: “Follow You Printing”, “Scan to me” and “Enable Copier”.

12. Use the touch screen to select “Scan to me”.

The following screen will then load:

Job Details

13. The default subject title for your scan is “Scan-to-Me”. You don’t need to alter this unless you want to, but if you click on “Job Details” the screen shown below will load and you can change the subject title for your scan by typing into the Subject Box. This will then appear as the subject heading of the email containing your scan file, that is sent to your University email address.

14. Then click “Next” to return to the “Scan –to-Me” screen.

Default Scan Settings

15. On the MFDs the default selections are:

• Size: Auto Detect
• Black and White
• 300 dpi
• Text
• 1-sided original

If you don’t wish to change the default selections you can just select “Scan” to start scanning.

If you want to change the default scan settings select “Scan Settings” and the screen below will load. Here you can alter the options from black and white to colour, from 1-sided original to 2-sided original, change the dpi that your job is scanned at, etc. The default scan resolution is set to 300 dpi. The higher the dpi you select, the larger the file generated will be.

16. Once you have made your selections select “Done”. The display will revert to the Scan-to-Me” screen shown below. You are now ready to scan, so select “Scan” to scan your document.

17. Once you have selected “Scan” your document will be scanned and the screen below will load. Select “Done” to complete the job.

18. Having selected “Done” the screen below loads. On this screen you have three options:

a. Scan another document.
b. Logout by selecting the “Logout” icon or by holding your ID card over the card reader on the right hand side of the MFD.
c. Return to the main menu if you wish to carry printing or copying by selecting “Menu”.

19. Once you have finished scanning it is important that you log out, either by selecting “Logout” on the display screen or by holding your ID card over the card reader again. No-one else can use your print account to print or scan, but if another user approaches the MFD immediately after you have been using it and you have not logged out they could potentially use your account to carry out copying. The MFD will automatically log you out after two minutes if you have not touched the screen.

20. Having completed your scanning check your University email inbox. The scans you have produced will appear in your inbox.

You can copy using any of the Multi-Function Devices (MFDs) located on the University Campuses. Copying is paid for by credit in your Print Account, so to carry out any copying using an MFD you will need:

• Your University ID card
• Enough credit in your print account to pay for your scanning.

To add credit to your print account or to check your print credit balance click here https://secure.wlv.ac.uk/printcredit

The first time that you use an MFD you will need to register your card at the scanner (Link to page 2 – how to register your ID card at an MFD). You should only need to do this once. Once you have registered your card in future you just need to login by holding your card over the card reader situated on the right-hand side of the MFD or selecting “Login” on the touch screen.

Before you do any copying, your attention is drawn to the regulations regarding copying or scanning of material that is covered by Copyright Regulations. For more information about Copyright Regulations in the University click here. For information regarding Copyright in general please view the Copyright Licensing Agency website.

How to Copy

1. Go to the MFD that you wish to use for copying.

2. Place the document that you wish to copy face up in the document feeder, or face down on the glass. If you are copying part of a book the hinged cover on the MFD can be raised at the back so that the device cover lies flat across the book.

3. Before you start copying you need to login. If the MFD has not been used recently the display panel will be black because the device is in “sleep mode”. Touch the panel to wake it up and the screen shown below will load.

4. To login using your University ID Card hold your card over the card reader situated on the right hand-side of the MFD. The card reader will log you into your print account.

5. If you don’t have your University card available you can log in manually by typing in your user ID and your password into the display panel and selecting “Login” on the touch screen.

6. Click in the User ID box and the screen shown below will load. Enter your User ID and select “OK”.

7. When you have done this the screen below will load.

8. Click in the Password field and the screen below will load.

9. Enter your password and then select “Login”. The MFD should then log you in.

10. Having logged in, the screen shown below will load, with three icons: “Follow You Printing”, “Scan to me” and “Enable Copier”.

11. Use the touch screen to select “Enable Copier” and the copier screen shown below will load.

12. Default Copying Settings

The default selections in copier mode are:

• Black and White
• Text & Photo (this refers to the type of original you are copying)
• Auto Density
• Auto Paper Select
• Full Size – 100%
• 1-sided to 2-sided (single-sided originals will print as a double-sided copies)
• Quantity: 1

You can change any of these settings if you wish.

If you require multiple copies use the numeric key pad on the right-hand side to select your desired quantity and then press “Start”.

13. If you have finished copying and you don’t wish to use the MFD to do any printing or scanning you should logout, either by holding your ID card over the card reader on the right-hand side of the device or by selecting “Logout” on the touch screen.

14. If you wish to continue printing or scanning select the blue “Home” key on the bottom of the touch screen to return to the Print, Scan-to-Me, Enable Copier screen.

15. Once you have finished copying it is important that you log out, either by selecting “Logout” on the touch screen or by holding your ID card over the card reader again.

No-one else can use your print account to print or scan, but if another user approaches the MFD immediately after you have been using it and you have not logged out they could potentially use your account to carry out copying. The MFD will automatically log you out after 60 seconds if you have not touched the screen.

‌In the new print solution the University continues to offer “Mobile Printing”. Visit https://mobileprint.wlv.ac.uk for a number of ways to submit print jobs to the system. You can print from mobile devices, tablets and notebooks.

• Web Submission - You can login with your IT account and upload documents via the web portal to submit jobs into your account.

• Driver Print - If you are using your own Windows/Mac device you can add a driver to your system by following the instructions on the Driver Print tab once logged into the Universities mobile print website (https://mobileprint.wlv.ac.uk).

• Email Submission - You can send a document to print by using your University email address, by sending an attachment in an email. For mono printing send to printmono@wlv.ac.uk and for colour printing send to printcolour@wlv.ac.uk

Users are then able to release their documents from any of the new print devices on the University campuses.

New Print Price Model

In the old print environment the print prices charged per page only included the cost of the click on the MFD and the cost of the paper. They did not include the costs for rental of the MFDs. These were recharged separately to Faculties and Departments.

In the new print environment all users, both staff and students, can print to all printers throughout the University campuses, access permitting. Therefore a new pricing model has been adopted for purposes of recharging all print costs. The rental cost of the printers will no longer be recharged to Faculties and Departments separately. Instead the rental cost per print has been calculated, based on average annual print volumes in the University, and this cost has been incorporated into the prices charged per print. This means that users will only incur print costs when and if they print something.

In the new pricing model print prices include:

• The rental cost per print
• The maintenance cost per print
• The paper cost per print