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Xerox Services

General Information

Xerox Locations

Multi-function Xerox machines are available for faculty and staff use at every TMCC educational site.

Access

Xerox services can be accessed by active faculty, staff and student employees, unless access has been revoked by the department contact.

Please note the TMCC Authentication Message that is displayed after login on the Xerox entry screen. This message contains important access information and user instructions  on how to avoid errors:

Please swipe your Faculty or Staff ID card or press the keyboard to log in with Windows credentials. After you swipe or enter credentials, please enter a Billing Code if prompted. Please wait for the Equitrac Launcher screen to appear before proceeding.

All faculty and staff Xerox machines are card reader accessible by swiping an employee ID Card or by entering user network login credentials (the same credentials used for email and computer access). ID cards are not a requirement; however, all faculty and staff are strongly advised to obtain an employee ID card as swipe capability provides easy access and saves time.

Please note that faculty and staff ID cards issued prior to January 18, 2017 are not card reader accessible. If you have an ID issued before this date, you will be required to obtain a new ID card in order to access this feature. IDs can be obtained at the Dandini Campus Welcome Center located on the first floor of the Red Mountain Building.

Billing Codes

Faculty and Staff with an active TMCC contract are automatically assigned to the department default billing code upon completion of onboarding. Default assignment is based upon the main job held by the employee. Primary jobs are determined by length of service or FTE percentage. These designations are assigned by Human Resources only, Auxiliary Services has no authority to make these changes. Each billing code is comprised of a worktag (program, project, gift or grant) along with a description of the account to assist users in determining the correct billing code. If you are unable to determine a billing code, contact your department admin for clarification.

Additional billing code access for users with more than one job assignment will require the department admin to submit a Xerox Access Request form. This form is also used to remove access or lock an account.

Multiple Billing Codes

Users with multiple billing codes are required to select a billing code prior to accessing copy, print, fax or scanning features. After login, the "Billing Details" screen will appear.

  • Select the magnifying glass icon twice (on two separate screens).
  • The "Search Billing Code" screen will display assigned billing codes with descriptions.
  • Select the Billing Code and then "Next".
  • Billing Code selection is active for the entire session. You must complete the session and login again in order to use a different billing code.

To Request or Remove Access, use the Xerox Access Request form.

Card Reader Login

  • Swipe your ID card in the card reader attached to the front of the Xerox.
    • Note the directional image located on the reader. The image displays the correct side in which to swipe your card to enable a read.
  • The red light on the card reader will change to green and your username will display in the top right corner of the screen.
  • Wait for the “Equitrac Launch” screen, or “Billing Details” screen for multiple billing code users, to display prior to pressing the home button. Failure to wait for the system to load, or pressing the home button before swiping, will result in an Insufficient Funds error.
  • Selecting username, top left, will provide a drop down, select Logout to exit.

Network Credential Login

  • Select "Keyboard Access" or "Alternate Login" from the top right of the touch screen.
    • User ID: Username (example: first initial, last name)
    • Password: Enter your unique network login password
  • Your user name will display in the top right corner of the screen.
  • Wait for the “Equitrac Launch” screen, or “Billing Details” screen for multiple billing code users, to display prior to pressing the home button. Failure to wait for the system to load, or pressing the home button before swiping, will result in an Insufficient Funds error.
  • Selecting username, top left, will provide a drop down, select Logout to exit.

Please contact us if you are unable to access a Xerox.

Insufficient Funds Error

An Insufficient Funds error displays when the system is unable to validate a billing code. This occurs when a user fails to select a billing code, presses the home button prior to log in, or selects the home button before the Equitrac Launch screen has populated completely.

If you receive the Job Cancelled due to Insufficient Funds error notification, you can elect to logout and log back in or follow these steps:

  • Single billing code users: select Home, ECSP, then Follow You. This will link the billing code and you can proceed.
  • Multiple billing code users: select Home, ECSP, then Follow You. This will return you to the Magnifying Glass where you can then select a billing code and proceed.

Xerox User Tutorial

This TMCC faculty and staff video tutorial covers access, billing codes, single and multiple billing code login, and information on how to avoid, or address, an insufficient funds error.

Xerox Features

The TMCC copier program provides the College community with the newest digital technology for secure document release and print mobility. Each networked Xerox device is card reader accessible with Follow-You printing and a Scan-to-Me feature that allows for a one-step solution in scanning documents directly to your own email. Each Xerox is set up to copy, print, fax and scan to email with hole-punch and stapling capabilities included.

Follow-You Printing

Two people using copier machine.

The Follow-You printing feature combines ease of use and mobility for the TMCC community. Desktop printing is accessed through a single printer driver for ease of use, while mobility and user flexibility are achieved through the ability to retrieve print jobs from your own personal print queue from any networked TMCC Xerox machine. Set up all job features (for example: quantity, stapling or hole punch options) prior to selecting print.

Select a quantity for your print job at one location only. Selecting a quantity at the desktop determines the quantity of prints at the machine for the selected job. Selecting both multiplies the quantity times the print job and the Xerox will attempt to print all the jobs. If this error occurs, open a paper drawer to stop the print job and contact your closest Key Operator and Auxiliary Services immediately.

Retrieve your print job at any Xerox location within 72 hours.

  • Log in, select billing code if required, then select "Follow-You".
  • Select the print job(s). Select from the following options:
    • Print (the job prints and is removed from the queue).
    • Print & Save (the job prints and remains in the queue).
    • Force B/W (Select this option for B/W pricing. Note: color prints are charged at the color pricing level unless this option is selected.)
  •  Print jobs that have not been retrieved within 72 hours are deleted from the queue.

Printer Driver

To print from your desktop:

  • Use the Xerox Printer Driver. This driver should be automatically downloaded to all TMCC networked computers. If the device is not listed, use the computer's Add Printer feature to locate and add the printer to your available devices. 
  • Select Printer: XeroxPrinting on DR-vNuance
  • Mac Users: contact IT for driver implementation on your device.

Scan-to-Me

The Scan-to-Me feature provides a one-step solution to scanning documents to your own email.

Please note: This feature is recommended for small jobs, 1–5 pages only. See Scan to Email for scan jobs that contain more than 5 pages or high resolution images. 

  • Log in and select Scan-to-Me.
  • Select Scan Settings for imaging, paper size and other scanning options
  • MFPs Output default is a one page per file picture format.
  • Output format options are PDF (image, PDF/A), TIFF (single page, multi-page), JPG. To change the output:
    • Select "Job Details" and "Next".
    • Press on the Delivery Format box to open up a selection list.
    • Select format option.
  • Scan your documents.

Scanning is limited to 10-15MB’s. The content of the job will determine file size. Picture files have a larger file size. These files may require breaking up the scan job into multiple scans. Output format will also affect file size. Changing output to pdf creates a multiple page document increasing the amount of available size. *Adjusting image size is not available within the scan to me feature.

Home Screen

After login, the Equitrac Launch or Billing Details screen will appear depending on single or multiple billing code designation. Select the Home button on right side of the touch screen to display features or return to this screen at any time after initial login.

Copy:

Select criteria for your copy job prior to start by scrolling through options.

  • Available Options include items such as: Output color (color devices only), Lighten/Darken, Page Layout, Reduce/Enlarge, Paper Supply options, etc.
  • Select Finishing, such as, Stapling and Hole Punching.
    • Note: Hole punch alignment requires the paper in the selected tray to be the same orientation as the output.
  • After a job is completed, scroll to the bottom of the page to reset all settings back to default settings. The reset button allows the user to reset all apps at the same time. This reset will allow the user to create a new job without having to adjust the previous settings first.

TMCC Fax:

After opening up the app. Select the triple bar icon located at the right side of the screen to open the number pad.

  • Enter fax numbers using the following formats:
    • Internal fax: dial 5 with the four-digit extension.
      • Internal: 5XXXX
    • External fax: dial 7 (1 plus the area code for long distance) and the fax number.
      • Local: 7XXX-XXX-XXXX
      • Long distance: 71XXX XXX-XXXX
  • Select Add and Send.
  • Confirmation will be sent to user's email.

If there is an error, an error report will print at the Xerox and be sent to the user's email.

Email:

Scan to email default settings is set to send a copy of each scan job to the user's email. Multiple addresses can be selected. The default file format is PDF.  Select file format to change output. 

  • The following selections are optional:
    • Create a unique subject line.
    • Create a unique file name.
    • File Format output
  • Select format options prior to scanning your document.

Print From:

Devices with a USB on the front allow printing from your USB device. Files must be in a PDF or picture file format.  Note: Word and Excel files must be converted to PDF or picture file format. If you are unable to find an available port, contact Auxiliary Services for assistance.

Scan To:

All devices have the scan to USB function. If you are unable to find an available port, contact Auxiliary Services for assistance.

Custom services/ECSP:

The ECSP app contains the follow you and scan to me features. Select this app to access:

  • Follow You printing
  • Scan to Me

Additional Information

Paper

Please do not use the Xerox paper supplies in any office printers. To purchase white copy paper (8.5 x 11 and 8.5 x 14) for use in desktop printers, a Departmental Paper Purchases form can be submitted by an authorized departmental contact. Paper purchases will be incorporated into monthly Xerox billings.

Color Printing

  • Color printing is available at every TMCC location. Color devices can be found on the Key Operator list posted at each device.
    • Model numbers with a C in front of the number are color devices, model numbers with a B in front of the number are Black and White devices.
  • or view All Locations to access the list of color or black and white options.

Cost

Xerox copier pricing includes all consumable supplies, staples and 8.5 x 11 and 8.5 x 14 white paper in the recharge copy cost of $.04 per black impression and $.10 per color impression.

Support

If you are experiencing a problem with a Xerox machine, please contact the Key Operator in your area. Key Operator lists are posted at every Xerox machine. If you cannot locate a Key Operator, call 775-674-7561 or 775-673-8254 for assistance.