Printing at Sask Polytech

Secure printing sends the print job to the printer but does not immediately print it. You need to sign in at a multi-function printer to authenticate your identity to release your print jobs. This keeps your jobs private and secure by ensuring only the person who requested the job will be able to view and release the job at the printer.

Identity verification is the process of identifying you as a valid employee or student at Sask Polytech. Authenticating at the multifunction printer (MFP) is done through either manually entering your username and password, or by using a fob. Once your identity is verified, you can view and release your personal print jobs and gain access to your personal scanning workflows. This improves document security and eliminates the potential for your print and scan jobs to mix with others and land in the wrong hands.

To print at a Sask Polytech multi-function printer, you must set up a printer. You have to be on campus to add the printer.

Follow these instructions for Adding or setting up a printer (or Adding a printer on a Mac device).

How to print

Print to the ‘secure_BW’ or ‘secure_colour’ print queues (see setting up a printer). Then go to any Sask Polytech printer. Tap your fob or sign in with your username and password to authenticate. Once you sign in, release the print jobs you would like to print.

Print from anywhere

On campus: Sask Polytech uses a secure print queue feature with Print Anywhere technology. This means you don’t select a location to print to; once you send a print job to a print queue, you can release that job from any multi-function printer at any Sask Polytech location within 72 hours. If you do not release the job within 72 hours, it will automatically be deleted.

Off-campus: There are three options for employees and students to send documents to print while off-campus;

• if they are logged into myWorkspace,
• by emailing myprint@saskpolytech.ca, or
• by logging into the PaperCut website and using the Web Print feature.

When you come to campus, simply sign in or use your fob at the printer and release your print job. Print jobs are held in the secure print queue for 72 hours. 

Authenticating a fob is a one-time process. Once the fob is synchronized with your Sask Polytech username and password it does not need to be authenticated again. Your account will automatically update your new password through Sask Polytech’s single sign-on process. Tap your fob at the multifunction printer to gain access to your personal printing and scanning workflows. To authenticate your fob, follow these steps:

1. Tap your fob – you will see a message that says, “Fob Not Recognized.”
2. Press the “User ID” field and enter your email address – Press “LOGIN.”
3. Press the “Password” field and enter your password (the same one you use at your computer) – Press “LOGIN.”

1. Authenticate by tapping your fob or signing in with your username and password.
2. Select "Copy".
3. Place documents in feeder or on glass and adjust setting as needed.
4. Select "Copy". Default is black and white (B/W), single sided. Choosing “Auto Colour Select” will print and bill Colour and B/W pages accordingly. Tip: be environmentally friendly, print in black and white unless color is necessary.
5. Press “Start". (Default is black and white (B/W), single sided.)

You can scan a document to your email address by selecting Scan to Personal Email from the Scan Actions list at the multi-function printer. The maximum size for files scan to email is 35 MB.

1. Place documents in the feeder or on the glass.
2. Press “Scan”.
3. Select your name/email address.
4. Adjust scan settings using the menu on the left. Default is color, single-sided, multi-page PDF.
5. Press “Start”.

 There is no charge for scanning.

Send a scanned document to your personal One Drive for Business account by selecting Scan to One Drive as your destination in your Scan Actions list at the multi-function printer. The maximum size of files sent to OneDrive is 200 MB.

1. Place documents in the feeder or on the glass.
2. Press “Scan”.
3. Select your name/email address.
4. Adjust scan settings using the menu on the left. Default is color, single-sided, multi-page PDF.
5. Press “Start”.

There is no charge for scanning.

1. See if the 'CHECK STATUS' light at bottom left corner of touch screen is on. If so, Press 'CHECK STATUS' - You will see a list of functions: Copier/Scanner/Printer etc.
2. One of these will have 'ERROR beside the name - the others will have 'READY'.
3.  A 'CHECK' button will appear beside the function showing the 'ERROR'.
4. Press 'CHECK''.
5. Follow the prompt to add paper, clear the jam, or fix other problem.

It is important that you fix your paper jams. Not doing so may result in your confidential documents being available to those who fix the jam.

1. In the event of a paper jam, the machine will begin to beep, and a red light will be visible on the control panel.
2. A picture of the copier will be displayed on the screen of the control panel showing the area where the jam is located, and step-by-step instructions for opening the machine and clearing the jam will also be displayed.
3. Any internal part or tab that is marked in BLUE, is safe for users to manipulate while remove the jam.
4. You will often be asked to open/close certain areas even after the jam has been removed, this is simply to reset the sensors – once these have been reset, the machine will continue printing where it left off.

The machine will prompt you when it is time to replace a toner cartridge. Toner will automatically be ordered and delivered when the multifunction printer sends an alert on low-toner levels; there is no need to call anyone.

All HP photocopiers have toner receptacles located behind the front panel of the machine.

1. Simply pull open the front panel.
2. Remove the empty toner cartridge.
3. Remove the protective seal from the new toner cartridge.
4. Insert the new toner cartridge into the appropriate receptacle (cyan, magenta, yellow, black).

Paper will be purchased centrally and is available for picked up from Print Services at each main campus, similar to the current process.

Students access printers the same way employees do, through sign in at a multi-function printer using their Sask Polytech username and password. Print fobs provide an alternative to manually signing in and can be purchased at Sask Polytech bookstores. A fob is used to tap for identity authentication instead of manually entering your username and password.

To print on campus, you need to add money to your account. Visit pay4print.saskpolytech.ca, or at the library front desk. You will need to print from a Sask Polytech computer. To check the balance of your account visit pay4print.saskpolytech.ca and enter your username and password.

Money deposited is non-refundable. Unused funds may be transferred to another PaperCut user.

Students can purchase fobs from Sask Polytech bookstores for a small fee. Once a fob is authenticated, it can be used to tap to authenticate instead of having to sign in with a username and password.

Fobs make authenticating at a multi-function printer efficient for frequent users. All employees should have a key fob that you can enroll to make authenticating at the multifunction printer quick and easy. Tap your fob at the multifunction printer to gain access to your personal printing and scanning workflows. Fobs are tied to a user’s computer account. When employees leave Sask Polytech and their account is disabled, their fob will no longer work. That fob can then be reused by anyone else.  You can print without using a fob by signing into at the printer.

Fobs are available for employees at the following locations:

• Procurement (B22 at Saskatoon campus, Room 162 at Regina campus, and C141 at Prince Albert campus).
• Print Services (Room 2.102 at Moose Jaw campus).
• Wherever you normally pick up office supplies.

Effective August 2022, printing costs will be charged back to the employee’s home organizational code and are charged at a flat rate per page that will cover all printing costs including toner, equipment costs and paper.

For users that require the ability to allocate their jobs to multiple org codes for tracking and charge back purposes, additional software (Papercut client) will be required on your desktop. If you require this functionality, please submit a ticket to the IT Service Desk. If this is something that you will only need to do occasionally, you can also ask to have the costs moved via Financial Action Memo (FAM).