Learning Commons:Chapman Learning Commons/Using the Printers

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FOR CLCAs

Category Solution Images (Optional)
Checking Paper and Toner Level
  1. Press 'Check Status' button. Bottom left corner of the screen (Figure 1).
  2. Press ' Machine Inquiry/info' button. Top right corner of the screen (Figure 2).
  3. View page for paper and toner levels (Figure 3).

*****Be absolutely sure that the toners are completely empty before replacing them, otherwise they may spill. As seen in the image, the “K: Black” toner is low with only about 1-20% left. Although it is running out, it should be left as it is until that value has reached 0%.

Figure 1
Figure 2
Figure 3
Detecting Printer Errors Look for a red warning light located at the bottom-left corner of the screen. An error message should be on the screen with directions. If not, follow the steps below.
  1. Go to the main menu and click on “Check Status”
  2. In the new window, go to the “Mach. Status” tab, check what the initial error message is, and click on the “Check” button for more details.


For troubleshooting errors, go to Common Printer Problems and Errors

Loading Paper
  • For black and white printers downstairs:
    • Tray 1 (8.5x11) is unique:
      1. Find the natural bend of the paper and keep that bend down when you load the paper.
      2. Load the paper on the Left-hand side (see video) in small segments. Place your hand below the new paper stack when loading it into the tray to keep it flat. Then close the tray (do NOT overfill past the Sharpie-marked lines as it will cause the printer to malfunction).
      3. Once you've closed the left hand side, the paper will move to the right automatically.
      4. Open the printer again, load the left-hand side again, then close the door.
      5. Take care not to exceed the limit of paper, indicated by the Sharpie lines drawn below the orange line.
      6. *DO not just load piecemeal or "top up" the paper! When paper needs to be added empty the trays and then add the full amount.
  • For the colour printers upstairs:
    • These printers have an external tray.
    • Before adding paper remove the top sheet of any paper already in the tray.
 START BY WATCHING THIS VIDEO
Loading Toner
  • Toner levels are indicated on the home screen.
  • Replacing the toner cartridges is different depending on what kind of printer they are in.

Black and white printers

Level 2 Toner Level

For the 2 black and white printers on level two, check the black bar on the home screen labeled 'K' to see the remaining toner level.

To change toner on black and white printers: (the printer will guide you through the steps)

  1. Swivel the cartridge out to the right
  2. Twist the empty toner capsule out
  3. Check for the cap. Twist the new cartridge in.

*The toner for the colour machines does not work in the black and white machines.

Colour printers

Colour printers (four on Level 3, one on Level 2) will show the toner levels on the home screen in four bars labeled CMYK (cyan, magenta, yellow, black).
Level 3 Toner Level

To change toner in colour printers: (the printer will guide you through the steps)

**The 4 cartridges have a different layout than the one black cartridge in the picture.

  1. Turn the cartridge to the right. Pull out.
  2. Remove the cap. Push new cartridge in. Turn left to lock.

*Only change toner when the machine indicates that the toner is empty, not when it displays as low.

Black and White Toner
Where do I put the empty toner cartridge? Put it on the Program Assistant's desk in the back office, NOT in the cabinet at the CLC desk!
Running out of toner? Put it on the CLC Housekeeping Document! (CLCOA Blog>Other Services>CLC Housekeeping)
CLC Paper Running Low
  • During Business Hours:
    • Non-Urgent: Call or ask the Program Assistant (or the Learning Commons Coordinator if the PA is unavailable) if they have time to go to the basement and bring up more paper. (This is the best option! Work together to make sure paper is kept stocked so people working alone don't have to scramble.) If the cabinet is only running a little low, fill out the CLC Housekeeping document on the blog, under "Other Sevices".
    • Urgent: Get paper from Staff Office (RM 318). Then call the PA or the Learning Commons Coordinator to ask for more paper. (2-3 boxes can fit into the cupboard)
  • Evenings, Weekends, and other Lonely Shifts:
  1. Check to see if there is any paper in 318 (the 3rd floor office)
  2. If there isn't any, go downstairs to Staff Office (RM 318) to check if there are boxes of paper.
    • If the paper is heavy, DON'T try to carry it yourself. Speak to a member of the staff team to locate a cart.
Patrons complaining paper printing with streaks
  • Offer the student a refund and tell them to use a different printer for the time being.
  • Remove the toner and carefully shake it! Put the toner back in the machine as normal.
  • Follow up:
    • Check Teams to see if other folks have had this issue recently - comment on post if made in the last two week OR make your own to report issue to the team.
    • Test the printer - using one of the Magic Print cards to print a simple document to see if the error occurs again
    • If error continues to occur ( +1 report with 2 weeks) please put in a ticket to Ricoh - add when error was reported internally


Common Printer Maintenance Problems

Category Issue Solution Images (Optional)
Error Restart: Functional Problem
  1. Restart printer by pressing on-screen restart button or holding down red physical power button for one second to shut it down(often hidden behind a small cover), and then pressing again to start printer again
  2. If Step 1 does not resolve the issue. Turn off the machine physically with the power button. Reach behind the printer and unplug power cable and ethernet cable (square-ish cable, small).
  3. Leave alone for 10-20 minutes for a full power down reset.
  4. Power on the printer
Error Service Call: Functional Problem

Error Code: SC542-02

Note: There is a high likelihood that the printer has already reported the incident to the Ricoh service centre automatically. However, you should still call to double-check with Ricoh.
  1. Take a picture of the error message displayed on the screen.
  2. Note down the service code and the serial number of the machine.
  3. Put up an “out of order” sign (signs can be found under the table behind the desk).
  4. Refer to the instructions for calling Ricoh in “Step 3: Reporting a problem with the printers (next step)”
Service Call- Functional Problem 1
Service Call- Functional Problem 2
Error Device Functions Inaccessible
  1. Contact Ricoh immediately and do not attempt to fix
Device Functions Inaccessible
Paper Jam Can’t find paper to pull out of system
  1. Pull out tray one/two to look behind for stuck paper.
  2. Look at other areas not mentioned by system (If System mentions A, look at B as well)
Paper Jam Regular Procedure

Printer Error: “Printer Misfeed”

  1. Follow the instructions on the screen and remove the misfed paper.

However, there are occasionally incidents of persistent paper jams (ones that reoccur constantly). In this case, you should try one of two troubleshooting methods (or both!):

  1. Restart the printer
  2. Remove all the paper from the paper tray in question
  3. Rearrange the paper (so that they are more neatly stacked)
  4. Give them a good shuffle, and return them to the paper tray.
Printer Error- “Printer Misfeed”
Paper Jam Constant paper jamming
  1. Re-insert paper.
  2. Look for crumpled/creased paper that can cause paper jams.

Belt might need to be cleaned/replaced by Ricoh tech. Contact if necessary.

Refills Toner Waste Cartridge full Waste toner cartridges for the colour printers can be found in the back office (Room 318). Refilling is similar to refilling regular toner cartridges, but without shaking.


NOTE: For the Black & White printer on level 2 (RC3) – we are not able to replace the waste toner. Please place a service call with Ricoh.

Refills Undetected Paper after Refill In colour printers, reinsert paper AND/OR restart the printer.

In mono printers, ensure that the right side is inserted first independently of the entire drawer- Push it all the way in, There should be a “click” sound once secured. Only then, push the drawer and the left side in to close.

In both colour and mono printers, ensure that the refilled paper does not go over the marked blacked line, indicating the max refill amount.

Paper Fill Line
Refills Toner Cartridge detected as “low” even with ink left Remove the cartridge completely and restart the printer with the power button. If the cartridge still does not register, exchange it for a new one.
Error Reduce paper in Tray "x" to the limit mark or reset Tray "x" correctly. Open the tray and see whether the paper levels are below the paper fill line.
  • If they are not below the line, take some paper out, close the tray and see if that fixes the error.
  • If they are below the line, take the paper out from the right stack inside the tray and close the tray. This should allow the paper to shift paper to the right on its own and fix the error.
Tray reset error
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