Visit Frequency

Fall and Spring semesters benefit from biweekly preventative visits to printers. During the first week of classes, before midterms and finals, visits to high-volume areas should be increased.

Before You Go

1. Log in to the PaperCut admin portal and check the device list for any printers already showing an offline or error state in your zone. Note these for priority inspection.
2. Check the TDX ticket queue for any open tickets at locations in your route. Resolve or investigate those tickets during the visit rather than creating duplicate site trips.
3. Confirm you have your Cornell ID card (required to authenticate at devices and access some buildings).
4. Bring standard supplies: canned air, microfiber cloth, and note paper or a mobile device for logging findings.

On-site Inspection Checklist

Every Device—Physical Check

• Paper trays: All trays loaded to at least 50%. Refill from on-site stock if available
• Paper jams: Open all access panels and check rolls. Clean out dust residue.
• Toner level: Check the device panel or PaperCut admin view. Flag any cartridge below 20% to check if the autotoner has been shipped properly.
• Waste toner bottle (MFP and Color units): Inspect the waste toner indicator. Replace if full. If less than 20% left, coordinate with on-site to order through PageSmart.
• Error codes: Record any codes shown on the device panel. Refer to the CU Print Repair Escalation article for the procedure.
• Exterior condition: Wipe scanner glass (MFPs) and exterior surfaces. Note any physical damage. Check signage is up to date and legible. 

Every Device—Connectivity and Software

• PaperCut status: Confirm the device shows as online in the PaperCut admin portal. If offline, attempt a network ping from the admin portal before escalating.
• Test print: Release a test job from the PaperCut web portal to confirm end-to-end queue function. Cancel the job from the portal if no paper should be used.
• Card reader (Elatec RFID): Hover your Cornell ID card over the reader and confirm the device wakes and authenticates. If the reader does not respond, see CU Print: RFID Card Reader Troubleshooting.

MFP Devices—Additional Checks

• Scan to email: Run a test scan using the Scan function. Confirm the scanned document arrives at your Cornell email address within two minutes.
• ADF (auto document feeder): Place two sheets in the ADF and confirm they feed without misfeed or double-feed.
• Scanner glass: Inspect for scratches, smudges, or debris. Clean with a dry microfiber cloth.

After Each Visit

1. Log any issues found as TDX tickets before leaving the building. Title each ticket with the building name, device queue name (e.g., Mann-01-MFP), and a brief issue description.
2. Cross-check Pagesmart to ensure supplies are sent to the proper location when any toner is below 20%. 
3. Issues requiring vendor involvement should be escalated to Toshiba via the vendor service process defined in the CU Print Repair Escalation article.