Changes to Multi-Function Printers at TMU
In fall 2020, TMU changed how the university administers and pays for printing and photocopying on campus. TMU’s new printing and photocopying model decentralizes the administrative and management structure of printing and photocopying on campus and reduces costs to the university.
In October, TMU entered into a service agreement with Ricoh Canada to provide multi-function printers (MFP) to TMU’s campus. Over the course of the fall semester, existing MFPs were removed from campus buildings and Ricoh has begun to install new MFPs for interested departments and offices.
What is changing?
Our new printing and photocopying model removes University Business Services from the administration, management and payment for MFP rentals or purchases. With this change, individual departments and offices are now responsible for selecting the most appropriate MFP or desktop printer for individual unit’s needs and purchasing their own printer paper.
Do I need a new MFP?
Given the recent downward trend in printer volume at TMU and the fact that many employees are currently working remotely, we encourage all departments and offices to complete an internal printer needs assessment exercise to determine if your unit requires a new Ricoh MFP. Departments and offices with low printing and photocopying volumes may choose to opt for a Lexmark desktop printer, rather than lease or purchase an MFP from Ricoh.
What are my printer options?
After your department or office has completed an internal printer needs assessment exercise, and have determined that you would like to replace your previous MFP with a new printer, you have two options:
- Lease or purchase an MFP from Ricoh
- Purchase a Lexmark desktop printer
Option 1: Lease or purchase a Ricoh MFP
If your department or office selects this option, you will work directly with Ricoh, the vendor of record (VoR), for this transaction. All questions related to the selection and installation of a Ricoh MFP should be directed to Alex Lay, senior solutions executive for public sector education for Ricoh, at alex.lay@ricoh.ca.
Instructions for ordering a Ricoh MFP
Before selecting a Ricoh MFP to purchase or lease, we encourage you to book a virtual consultation with Ricoh to discuss your unit’s printing and photocopying needs and select an appropriate device.
Prior to your virtual consultation we encourage you to complete the (google sheet) Ricoh MFD Model Selector Tool for Toronto Metropolitan University document (external link) to determine which MFP is most appropriate for your department or office. This tool will ask you six questions about your current printing and photocopying usage and will automatically generate a recommendation for a Ricoh MFP.
Once a Ricoh MFP model has been selected based on the Model Selector Tool, select your MFP from the (google doc) Ricoh Vendor of Record MFD Models for Toronto Metropolitan University document (external link) . During your virtual consultation with Ricoh, their staff will be able to confirm whether the MFP you’ve selected will be appropriate for your department or office’s printing and photocopying needs.
You may book your virtual consultation with Ricoh by emailing Alex Lay, senior solutions executive for public sector education for Ricoh, at alex.lay@ricoh.ca.
If you previously shared an MFP with multiple departments or offices, we encourage you to book a joint consultation with representatives from each unit. You may also invite additional staff from your department or office to attend your virtual consultation with Ricoh.
Departments or offices that have chosen to purchase or lease a new Ricoh MFP are required to submit their (google sheet) Ricoh MFD Order Form for Toronto Metropolitan University (external link) to Ricoh. Please include the following information in your signed order form:
- indicate any special delivery instructions, including loading dock addresses and elevator access instructions;
- indicate who the administrative contact is for your department or office (for coordinating delivery, installation, training and maintenance); and,
- provide a billing contact.
In the event you are planning to lease a Ricoh MFP, please note that your lease agreement will be for a period of 60 months beginning the date your MFP is installed.
Please submit your completed Ricoh MFD Order Form for Toronto Metropolitan University to ryersonorders@ricoh.ca.
Once Ricoh has received and processed your order, Ricoh will provide you with a delivery date. Approximately 72 hours prior to delivery, Ricoh’s third-party logistics provider, SCI White Glove, will contact you via email to confirm site logistics for delivery, such as hours of operation, a loading dock address and any additional requirements. You must respond to SCI White Glove’s confirmation email before you will be able to secure your delivery date.
Once your device has been delivered, Ricoh will automatically generate a service order and will be in contact with you within 48 hours to schedule an installation date.
Contact CCS or your internal IT department to discuss network connection details
Prior to the delivery of your Ricoh MFP, please contact CCS or your internal IT department to ensure the location of your new Ricoh MFP has the necessary cabling, hardware and power requirements to operate your Ricoh device.
At least three business days prior to the installation date of your Ricoh MFP, CCS or your internal IT department will require your Ricoh MFP’s media access control (MAC) address and the location of your network jack to allow for the device to be set up on the TMU network. Ricoh will provide the MFP’s MAC address prior to delivery via email.
If you have not received your MAC address within 24 hours of delivery please email ryersonorders@ricoh.ca to obtain it. Please ensure you have provided CCS or your internal IT department with the MAC address at least three business days before the installation date.
Contact FMD to confirm loading dock or elevator access
To ensure the Ricoh technicians are able to access the location of your new MFP, please contact Facilities Management and Development (FMD) at fixit@torontomu.ca to determine if you’ll need to book a loading dock or elevator to complete the delivery and installation process.
Operating out of a leased space? Contact FMD and Community Safety and Security
If your unit operates out of a space leased by TMU, you will need to contact Raymond Chan, manager of facilities services and contract management for FMD, at r.chan@torontomu.ca as he will need to get in contact with your leased space’s landlord or property manager to book the elevator or loading dock for the delivery of your Ricoh MFP.
In the event staff from your unit are currently working from home and will not be present during the installation of your MFP, you will need to contact Community Safety and Security as a TMU staff member must be on site to let Ricoh staff into the location of your new MFP.
Once you know when your Ricoh MFP will be delivered and installed, you should contact Ricoh’s training specialist to book an MFP training consultation so that you are prepared to use your device once it has been installed.
You may book your virtual training with Ricoh by emailing training@ricoh.ca.
How do I arrange for maintenance of my MFP?
Departments and offices are responsible for arranging for the maintenance of their Ricoh MFP, including ordering toner for their device. View the (google doc) Ricoh Supplies & Service Reference document (external link) for more information.
MyRicoh Portal: https://www.myricoh.ca/ (external link)
Phone: 1-800-430-6229, option 1
Email: servicecall@ricoh.ca
Please provide Ricoh with the following information:
- Serial number on the MFP
- Site contact name and phone number
- Brief description of the issue
MyRicoh Portal: https://www.myricoh.ca/ (external link)
Phone: 1-800-430-6229, option 2
Email: supplies@ricoh.ca
Please provide Ricoh with the following information:
- Serial number on the MFP
- Client Contact name and phone number
- The shipping address for where you would like to have the toner delivered to
Supplies and toner are typically shipped the following business day after an order has been placed. In the event your requested supply is on backorder, your order will be filled within 48 hours. We recommend that TMU departments and offices keep a spare toner cartridge on site to avoid delays.
Please visit the toner bottle and cartridge page (external link) on the Ricoh website for instructions for recycling your toner cartridge.
Option 2: Purchase a Lexmark desktop printer
If your department of office selects this option, you will be working directly with CCS for this transaction. CCS should only be contacted when inquiring about a Lexmark desktop printer or when determining if the location of new Ricoh MFP has the necessary cabling and hardware required to operate your device. You may contact CCS by emailing the CCS Help Desk at help@torontomu.ca.
Instructions for ordering a Lexmark desktop printer
Departments and offices interested in purchasing a Lexmark desktop printer are strongly encouraged to schedule a virtual consultation with CCS or their unit’s internal IT department. Please note that TMU is not certified to maintain or complete repairs on all Lexmark devices. During your virtual consultation, CCS or your unit’s internal IT department will help you determine which Lexmark desktop printer is most appropriate for your department or office.
Once a Lexmark desktop printer has been selected, you may purchase it from the Campus Store website.
You may book your virtual consultation with CCS by contacting the CCS Help Desk at help@torontomu.ca. If your department or office has its own internal IT department, please contact them to arrange a virtual consultation.
Once you have received your new Lexmark desktop printer, you can arrange to have your device installed by CCS or your department or office’s internal IT team. Your department or office is responsible for any additional costs related to the installation of your Lexmark desktop printer.
To complete the installation, staff from CCS or your internal IT team will access the location of your future Lexmark desktop printer. If your department does not have an internal IT team, please email the CCS Help Desk at help@torontomu.ca.
We encourage departments and offices to remove any sensitive information that may be present in the location of your future Lexmark desktop printer before the machine is installed.
Questions?
If you have any questions about selecting and installing a new Ricoh MFP, please email Alex Lay, senior solutions executive for public sector education at Ricoh, at alex.lay@ricoh.ca.
If you have any questions about selecting and installing a Lexmark desktop printer, please email the CCS Help Desk at help@torontomu.ca.