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Staff Canon Multifunction Device
How-To Guide
Printing • Copying • Scanning • Badge Registration
Overview
This guide provides step-by-step instructions for using Polk State College staff Canon multifunction devices (copiers/printers/scanners). These networked devices support secure printing, copying, and scanning to email. Secure Print technology ensures documents remain confidential until you release them at the device of your choice.
Important: Print jobs do not output automatically. You must sign in at a Staff Copier and release each job via Secure Print. Jobs remain available for release for 10 hours and can be retrieved from any Staff Copier on any Polk State campus.
1. Printing from Your Computer
To send a document to the secure print queue:
- Open the document or file you wish to print.
- Select File → Print (or use the appropriate print command for your application).
- In the printer list, select Staff Copier.
- Review and adjust any application-specific print settings if needed (page range, orientation, etc.).
- Click Print. Your job is now held securely in the print queue.
Note: The document will not print until you physically release it at a Staff Copier. This protects sensitive information and allows you to choose the most convenient device.
2. Signing In at a Staff Copier
All Staff Copiers require authentication before use.
- If the display is dark or in sleep mode, tap the screen to wake it.
- Enter your Polk State PIN using the on-screen keypad.
- If you previously used a PID: Enter your older PID.
- If you do not have a PID: Enter the last six digits of your Banner ID.
- Select Log In.
- After successful authentication, the home screen displays three primary functions:
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Copy
Produce paper copies of physical documents
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Secure Print
Release held print jobs from the queue
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Scan to Myself
Email scanned documents as PDF
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3. Making Copies
- Sign in with your PIN (or badge if registered).
- Select Copy from the home screen.
- Place original documents either in the automatic document feeder (ADF) face-up, or on the glass platen face-down, aligning to the indicated corner.
- Adjust settings as needed (see options below).
- Press the Start button to begin copying.
Common Copy Settings
- Quantity: Enter the number of copies required.
- Color Mode: Choose Color or Black & White.
- Duplex (2-sided): Select single-sided or double-sided output.
- Paper Size / Tray: Confirm correct paper source if needed.
- Density / Quality: Adjust darkness or image quality for better results with difficult originals.
4. Releasing a Secure Print Job
After sending a job from your workstation:
- Sign in at any Staff Copier on any Polk State campus.
- Select Secure Print.
- A list of your held print jobs will appear. Select the document(s) you wish to release (you may select multiple).
- Optionally adjust settings before printing (see below).
- Select Print to release the job(s).
Available Options Before Printing
- Change the number of copies
- Switch between single-sided and double-sided output
- Choose color or black & white
- Delete unwanted print jobs from the queue
- Review document name, page count, and other job details before printing
Remember: Secure print jobs can be released from any Staff Copier on any Polk State campus. Unreleased jobs are automatically deleted after 10 hours.
5. Scanning Documents to Your Email
The Scan to Myself function delivers a PDF of your scanned pages directly to your Polk State email account.
- Sign in with your PIN (or registered badge).
- Select Scan to Myself.
- Place documents in the feeder (face-up) or on the glass (face-down).
- Press Start.
Result: The scanned document is sent as a PDF attachment to your official Polk State email address. Delivery typically occurs within a few minutes, depending on network conditions.
6. Signing Out
Always sign out when you have finished to protect your account and free the device for the next user.
- Select Log Out on the device screen.
- Confirm the device returns to the sign-in screen before leaving.
7. Optional: Register Your Polk State ID Badge
Registering your Polk State ID badge enables convenient contactless sign-in. Instead of entering your PIN each time, simply scan your badge.
First-Time Registration (One-Time Setup)
- At any Staff Copier, scan your Polk State ID badge on the card reader.
- When prompted, enter your PIN.
- Scan the same badge a second time to confirm registration.
- You will receive an email to confirm.
Your badge is now linked to your account.
Future Sign-Ins
- Simply scan your registered Polk State ID badge.
- You will be signed in automatically—no PIN entry required.
Tips & Best Practices
- Security: Never leave the device while still signed in. Always log out.
- Job retention: Unreleased Secure Print jobs are automatically purged after 10 hours.
- Campus flexibility: Release print jobs at any Staff Copier on any campus.
- Paper handling: Use the document feeder for multi-page jobs when possible; use the glass for delicate, bound, or irregular originals.
- Color usage: Select black & white when color is not required to conserve resources.
- Badge convenience: Register your badge once for faster daily access.
Troubleshooting
- Cannot sign in: Verify you are using the correct PIN or last six digits of your Banner ID.
- Don’t know your PIN: Click “Forgot PIN” to have your PIN emailed to you. Contact the Help Desk if the issue persists.
- Print job missing: Confirm the job was sent to “Staff Copier.” Check that fewer than 10 hours have elapsed since submission.
- Scan not received: Check your Polk State email (including junk/spam folders). Allow a few minutes for delivery.
- Badge not working: Re-register the badge following the steps in Section 7. Ensure the badge is held steadily against the reader.
- Device error or paper jam: Follow on-screen instructions. If unresolved, contact Information Technology Services.
Support
For additional assistance with Staff Copiers or account issues, contact Polk State College Information Technology Services / Help Desk.
Please have your Banner ID and a description of the issue ready when requesting support.