Resources

The instructions below pertain to any Vancouver user that will use the Secure Print, Scan to email, and Copy functions of the Xerox printers.

Account Balances

Vancouver users have the following account balances listed below:

1. Free Quota, is a designated account balance that is applied to all the students and is auto-replenished on schedule – before the start of the semester. This is the first balance that gets deducted after which the secondary “Paid_Balance” goes into effect.
   
2. Paid Balance is the amount credited onto a student’s account when they pay for extra printing credits.

Free Quota Account Balance Automated Replenishment

Each user listed below has a specified amount of Free Quota replenished according to a schedule:

• Adjuncts: $1000.00 replenished at the start of the school year
  
• Student IT Assistants And Student Workers: $200.00 replenished at the start of every school term
  
• Staff and Faculty: $1000.00 replenished at the start of every school term
  
• Students: $10.00 replenished at the start of every school term

Paid Balance Reload / Replenishment

The instructions below are for Students on how to reload/replenish their Paid Balances:

1. Go to Enrollment Services to pay for the amount they wish to recharge
   
2. Bring the receipt to IT Office to request the reload for their Paid Balance

1. Users can either swipe their badge or use their FDU NetID and password to log in. To use your credentials press the “Keyboard” button on the top right of the screen

• If upon swiping your badge the following screen appears on the Xerox printer screen. Enter your credentials to associate them with your account. For a detailed walkthrough, play the video below:

To check your total balance from the printer, log into that printer and press the “Access Device” button. The balance will be displayed on the screen.

1. To release a print job after you have sent a print job to the appropriate printer and logged into that printer. Press the “Print Release” button

• To print all jobs under the queue press the checkbox above all the jobs (2) then press the “Print” button (5)
  
• To print a selection of the jobs, select the appropriate checkbox beside the jobs you want to print (3), then press the “Print” button (5)
  
• To delete jobs from the printer’s queue, select the appropriate checkbox beside the jobs you want to delete (3), then press the “Trashcan” button (4)

2. To log off of the printer, press the “Log Out” icon on the top right next to your name

1. To start a scan-to-email job, log into a printer and press the “Scan” button

2. You can press the “Star“’ button (4) immediately to start scanning
   
   • Optionally you can edit the Subject and Filename entries (2) and the scan settings (3)

3. To log off of the printer, press the “Log Out” icon on the top right next to your name

1. To start a copy job, log into a printer and press the “Access Device” button

2. Press “Access Device“

• To return to the PaperCut MF main screen, press the “PaperCut MF” button

3. To copy, press the “Copy” button

4. Enter the number of copies and then press the “Star“’ button for the default selection (Auto Detect Color, 1-1 Sided copies). Optionally you can change the settings shown in the yellow box below, then press the “Star” button

• You can delete the job at any point in the previous screens by pressing the “Delete” button. If only N number of pages have been printed, you will only be charged N times

5. To log off of the printer, press your username on the top left and then press the “Log Out” button.

6. Press the “Log Out” button again

Accessing your Papercut Account

The user console can be accessed via vanpd-papercut.vancouver.fdu.edu.

1. Log in using your FDU netID then select the “Login” button

2. You can review your Transaction History, Balances, Recent Print Jobs & Jobs Pending Release by selecting the appropriate tab on the left-hand side. You can also see your environmental impact according to your print, scan & copy activities

Logging into Perceptive

1. To login, use your FDU NetID (Email credentials):

2. After you login, you should have a screen that looks something like this:

Capture

1. To capture a document to store in Perceptive, click on the Capture tab on the main Experience screen.

2. Now the Capture screen will display.
3. Now you will choose the appropriate Application Plan to Use
4. Make sure that in the box on the top left under the Perceptive logo and Capture has the correct Capture Profile you will use to store the document.  In this example, the Ext Capture Profile Learning House Staff has been chosen.  When chosen, the Document Properties box will appear on the right side of the screen with the appropriate field labels.

5. Now click on the Capture tab next to the Capture Profile that you picked.  A new dialog box will appear:

6. Click on the Browse tab.  This will bring up File Explorer.  Choose the file you want to save to Perceptive. 

7. When you click Open, it will bring you back to the Dialog Box.  There will be a pause and when the document has been selected, the message “1 file selected” will appear.  

8. Click on the highlighted tab that says “Done”.
9. The Capture screen re-appears and the selected document will appear in a box on the left.  The Document Properties box will re-appear on the right. 

10. In the first field, choose the drawer in which you wish to store the document.  Now fill in the remaining fields with the appropriate information. 

11. When done filling in the data, click on the Save tab at the top middle of the screen next to the Capture drop down.  
12. Once you click Save, the document has been stored in Perceptive and you will see a “Success” message highlighted in green:

13. The data that you entered will also disappear from the Document Properties box.  Now you are ready to capture your next document for Perceptive going through the same steps that you just went through.

Document Search

1. To search for a document in Perceptive Experience, click on the Documents tab on the main Experience screen.

2. Now the Documents Search screen will display.  On the left hand side, a column labeled “Document Views” will appear showing the drawers for which you will have access.  Please highlight and click on the appropriate drawer where you document resides.  

Also, two boxes will appear in the middle – a white box with the words “Search in the name of the highlighted drawer on the left”. The second blue box says Enter Search Criteria.

• To enter search criteria, click inside the white box.  A new row of boxes will appear between the two original boxes.  These new boxes are the criteria and method you wish to conduct a search.  The first box is labeled “Add constraint”.  It is a dropdown box with a list of keys you may search on.  Name will always appear as the first entry.  Do not attempt to use that constraint.  It is not what you think it might be.   It is a parameter that we do not use.  Choose the constraint or key that you wish from the drop down – usually ID number or Last Name.  The second box is also a drop down box.  It is for the operation that will be performed – normally you would choose “starts with” or “equal to”.  The third box is where you would type in the actual value of the key you are looking for, usually the last name or ID number of the person you are searching for.  There is a wild card that you can use if you are unsure about the spelling of the key or the complete ID number.  The wildcard is the percent sign (%).  An example would be BRAN% or %ancon% or 01234%.  Also in the case of ID numbers, the leading zero is important to include.  If searching for ID# 0956712 using “equal to” you must make sure that the leading zero is included. 

• Below is an example of a search where I want to find MIS COLLEAGUE Account Requests for anyone who has an ID number beginning with “14”.  I would click on the clear white box to get the three prompt boxes.  I would then put in the Constraint (Key), then the operand and finally the value of what I am searching for – ID number – starts with – 14.  I would then click on the Add button and that gets entered into the previously blank search box.  You may add another constraint (key) if you like or just click on the blue Search button at the very right.

• Here is another example below where I am looking for anyone in this drawer that has the string ‘ranc’ in the last name. Notice the operand and the placement of the % signs in the value field.

As a member of our community, your FDU NetID is your passport to accessing many of Fairleigh Dickinson University’s IT services. Most important is your student, employee, or alumni FDU Email account. When using FDU Email, you are an ambassador for our institution and our expectation is that you will conduct yourself in an efficient, effective, ethical and lawful manner. Please review our Policy for Acceptable Use of Email to ensure that you are adhering to all security and decorum requirements.

Effective Date: 01/01/2018

1.0 Introduction

The purpose of this policy is to ensure the proper use of e-mail by all those assigned a Fairleigh Dickinson University (FDU) e-mail account. This policy applies to any e-mail system that FDU has or may install in the future. It also applies to employee use of personal e-mail accounts via browsers, as directed below. All users of FDU e-mail systems have the responsibility to use their e-mail in an efficient, effective, ethical and lawful manner. E-mail users must follow the same code of conduct expected in any other form of written or face-to-face business communication. FDU may supplement or modify this policy for specific employees in certain roles. This policy complements similar FDU policies such as the Acceptable Use Policy and the Written Information Security Program (WISP). Please read and follow those policies as well.

The University subscribes to the 1940 Statement of Principles on Academic Freedom and Tenure and the 1940 and 1970 Interpretive Comments issued thereon, formulated jointly by the Association of American Colleges and the American Association of University Professors. Nothing in this policy is intended to supersede those statements and principles.

2.0 Ownership of Email Data

The University owns all University email accounts in the fdu.edu domain, or any subsequent domains it may create (University Email Accounts). Subject to underlying copyright and other intellectual property rights under applicable laws and University policies , the University also owns data transmitted or stored using the University Email Accounts.

3.0 Employee Responsibilities

FDU only supports the installation and usage of approved e-mail clients.

Usernames will be assigned as part of the University’s e-mail registration process and reflect internally mandated e-mail naming conventions.

3.1 Acceptable Uses

• Communicating in a professional manner with other FDU associates about work-related matters.
• Communicating in a professional manner with parties outside FDU for business purposes.
• Personal communications that are brief and do not interfere with work responsibilities.
• Users are allowed to access personal e-mail accounts on a limited basis, without disrupting business responsibilities. Access can be gained only by using a browser. Use of e-mail-specific protocols, such as POP3 and IMAP4, is prohibited, since they require specific firewall ports to be open.
• Electronic messages are frequently inadequate in conveying mood and context. Users should carefully consider how the recipient might interpret a message before composing or sending the message.

3.2 Unacceptable Uses

• Creating and exchanging messages that can be interpreted as harassing, obscene, racist, sexist, ageist, pornographic or threatening, as defined by University policies.
• Creating and exchanging information that is in violation of copyright or any other law. FDU is not responsible for an associate’s use of e-mail that breaks laws.
• Personal communication that interferes with work responsibilities.
• Opening file attachments from an unknown or untrustworthy source, or with a suspicious or unexpected subject line.
• Sending unprotected healthcare data and personally identifiable consumer data or other confidential information to unauthorized people or in violation of FDU’s Acceptable Use Policy, or the Written Information Security Program (WISP). , Health Insurance Portability and Accountability Act and/or Gramm-Leach-Bliley Act regulations. Exceptions may be authorized by the University Chief Information Security Officer working with the employee’s supervisor. Communications that strain FDU’s network or other systems unduly, such as sending large files to large distribution lists.
• Communications to distribution lists of only marginal interest to members, and replying to the entire distribution list when a personal reply is effective.
• Communications with non-specific subject lines, inarticulate language, and without clear purpose.
• Auto-forwarding e-mail messages from your University e-mail account.
• Using any e-mail system, other than FDU’s e-mail system, for FDU-related communications.
• Circulating chain letters and/or commercial offerings.
• Circulating unprotected healthcare data and personally identifiable consumer data that would violate U.S. Federal HIPAA and GLB regulations. Exceptions may be authorized by the employee’s supervisor and in conjunction with use of a University-approved e-mail encryption service.
• Altering or forging the “From” line or any other attribution of origin contained in electronic mail or postings.
• Using any of the University systems for sending what is commonly referred to as “SPAM” mail (unsolicited bulk email)

4.0 Privacy Guidelines

The University typically does not review the content of electronic messages or other data, files, or records generated, stored, or maintained on its electronic information resources; however, it retains the right to inspect, review, or retain the content of such messages, data, files, and records at any time without prior notification. Any such action will be taken for reasons the University, within its discretion, deems to be legitimate. These legitimate reasons may include, but are not limited to,

• responding to lawful subpoenas or court orders;
• investigating misconduct (including research misconduct);
• determining compliance with University policies and the law; and
• locating electronic messages, data, files, or other records related to these purposes.

FDU maintains the right to monitor and review e-mail activity to ensure compliance with this policy, as well as to fulfill FDU’s responsibilities under the laws and regulations of the jurisdictions in which it operates. Users should have no expectation of privacy.

• Except as otherwise stipulated in this policy, on termination or separation from FDU, FDU will immediately deny access to e-mail, including the ability to download, forward, print or retrieve any message stored in the system, regardless of sender or recipient.
• Except as otherwise stipulated in this policy, employees who leave FDU will have their mailbox deleted within six months of their termination date. The employee’s manager may request that access be given to another employee who may remove any needed information within the same six month time frame.
• FDU reserves the right to intercept, monitor, review and/or disclose any and all messages composed, sent or received on the University e-mail system. Intercepting, monitoring and reviewing of messages may be performed with the assistance of content filtering software, or by designated FDU employees and/or designated external entities. Employees designated to review messages may include, but are not limited to, an employee’s supervisor or manager and/or representatives from the HR, legal or compliance departments.
• FDU reserves the right to alter, modify, re-route or block the delivery of messages as appropriate. This includes but is not limited to:
  • Rejecting, quarantining or removing attachments and/or malicious code from messages that may pose a threat to FDU resources.
  • Rejecting or quarantining messages with suspicious content.
  • Rejecting or quarantining messages containing offensive language or topics.
  • Re-routing messages with suspicious content to designated FDU employees for manual review.
  • Appending legal disclaimers to messages.
• Electronic messages are legally discoverable and permissible as evidence in a court of law.
• Users of the University’s computing and electronic communications resources must understand that electronic messages, data, files, and other records generated, stored, or maintained on University electronic information resources may be electronically accessed, reconstructed, or retrieved by the University even after they have been deleted.

5.0 Security

As with any other type of software that runs over a network, e-mail users have the responsibility to follow sound security practices.

• Users should not use the e-mail system to transfer sensitive data, except in accordance with FDU data protection policies. Refer to the Written Information Security Program (WISP). Sensitive data passed via e-mail over the Internet could be read by parties other than the intended recipients, particularly if it is clear text. Malicious third parties could potentially intercept and manipulate e-mail traffic.
• In an effort to combat propagation of e-mail viruses, certain attachment types may be stripped at the University e-mail gateway. Recipients will be notified via e-mail when this occurs. Should this create a business hardship, users should contact the University Technical Assistance Center (UTAC).
• Attachments can contain viruses and other malware. User should only open attachments from known and trusted correspondents. Suspicious attachments should be reported to the University Technical Assistance Center (UTAC).
• Spam is automatically filtered at the University gateway in a highly efficient manner. Errors, whereby legitimate e-mail can be filtered as spam, while rare, can occur. If business-related mail messages are not delivered, users should check their local spam folder or the daily spam digest. If the message is not there, users should contact University Technical Assistance Center (UTAC).
• Users will not be asked by OIRT or any other FDU group by e-mail for personal information such as usernames or passwords. Any such requests should not be responded to and should be referred to the University Technical Assistance Center (UTAC). Such approaches – known as phishing – are fraudulent approaches carried out for the purpose of unlawful exploitation.

6.0 Operational Guidelines

FDU employs certain practices and procedures in order to maintain the health and efficiency of electronic messaging resources, to achieve FDU objectives and/or to meet various regulations. These practices and procedures are subject to change, as appropriate or required under the circumstances.

• For ongoing operations, audits, legal actions, or any other known purpose, FDU saves a copy of every e-mail message and attachment(s) to a secure location, where it can be protected and stored for three years. Recovery of messages from this store is prohibited for all but legal reasons.
• To deliver mail in a timely and efficient manner, message size must be less than 25MB. Messages larger than 25MB will be automatically blocked and users will be notified of non-delivery. Should this create a business hardship, users should contact the University Technical Assistance Center (UTAC).

Access to the content of electronic mail, data, files, or other records generated, stored, or maintained by any user may be requested from the University’s Associate Vice President of Technology Infrastructure for the reasons set forth below and shall be authorized as follows:

1. by the Associate Vice President of Human Resources for all University employees;
2. by either Dean of Students for students; or
3. by the General Counsel for the purposes of complying with legal process and requirements or to preserve user electronic information for possible subsequent access in accordance with this policy.

In all cases, the Office of the General Counsel must be consulted prior to making a decision on whether to grant access. In the case of a time-critical matter, if the authorizing official is unavailable for a timely response, the General Counsel may authorize access.

All full-time faculty who retire from the University may keep their email address for life if they request to do so.

All full-time faculty who leave the University for reasons other than termination for cause, may request email forwarding for up to six months.

7.0 Governance and Enforcement

This policy was created with input from the University’s Data Security Incidence Response Team (DSIRT). At the request of the University’s Chief Information Security Officer (CISO), the DSIRT will review this policy annually to ensure that FDU is in compliance with internal or external requirements. FDU faces liability if users violate the terms of this policy. Therefore, willful or repeated violations of this Acceptable Use Policy for E-mail can result in informal or formal warnings, the loss of e-mail privileges, and other sanctions including termination. Any such discipline shall be in accordance with processes and procedures of Human Resources and subject to any protections afforded under the University’s agreement with “Office & Professional Employees International Union”, the “Faculty Handbook”, and similar documents. Third parties who violate this Policy may have their relationship with the University terminated and their access to campus restricted.

For assistance with this policy, please contact the University’s Chief Information Security Officer (CISO).

Exceptions to this policy may be authorized by the University Chief Information Security Officer working with the employee’s supervisor.

Policy violations should be reported immediately to the University’s Associate Vice President of Technology Infrastructure

The University reserves the right to suspend an e-mail account while investigating a complaint or troubleshooting a system or network problem.

This document will be reviewed semi-annually and is available both electronically and in printed form at each of the Campus Computing Centers.

It is the user’s responsibility to remain informed about the contents of this document.

Other Related and Applicable Policies

FDU Email Acceptable Use Policy.pdf Download

Editing Process

While some editing projects are straight forward, some require specific graphics, logos and music tracks as well as lower-thirds. This information should be communicated to us prior to the production itself since editing may occur soon after the video has been recorded.

Collaborative Editing Process

When editing a complex video project (one that requires a significant amount of unique graphics, b-roll, transitions, voice overs, music tracks, etc.) it is imperative that there be a collaboration between editor and producer. This is generally facilitated by sending raw footage to the producer who then provides an edit decisions using Frame.io platform. This can also include additional information as to style. Once the edit is received a preview version is produced and e-mailed back to the producer. This process can take two, three, or even four passes before a final version is rendered and approved by various individuals who control content that resides on FDU’s YouTube Channel or website.

Issue

When I am connected to the FDU VPN or Cisco AnyConnect Adapter, I am unable to print documents while working from home.

Cause

While connected to the FDU VPN network, you are unable to access any local printers or network devices / services to help protect your computer from various threats while working outside of the FDU Campus Network.

Resolution

In order to Print, please disconnect from the VPN client, and once your documents have printed, reconnect.

You can also connect a USB cable from the printer to your laptop, where available, and you can remain on the FDU VPN and print anything you need.

Cost and Billing

To prevent excessive printing, the Department of Computing Services charges students a small fee for printing in the FDU Computer Labs. Black and white printing costs $0.05 per page and color printing is $0.25 per page.

Each student pays a technology fee which includes $10.00 of lab printing for each of the fall, spring, and summer semesters. Printing charges above the $10.00 per semester will appear as a Printing Fee on the next tuition bill.  

The $10 per semester printing credit is a standard allotment that expires each semester and has no cash value. No refunds will be given for pages not printed and unused prints for each semester’s allotment do not carry forward.

FDU staff and faculty members can use lab printers on a limited basis without charge for the purpose on conducting FDU business. Please use your department’s printer(s) as your primary printing resource. Faculty and staff members are limited to 200 pages per semester. Any attempt to print past this quota will result in an error message stating that the account does not have enough credit.

Note: You are responsible for all activity on your account. If you share your password with others or forget to log out, you will be held responsible for any activity done via your account, including printing charges. Computing Services strongly recommends that you use non-trivial passwords and log out completely before leaving a workstation.

View and Manage your Lab Printing

1. Hovering your cursor on the Papercut tray icon shows the Balance

2. When you click on the Papercut tray icon, it opens a new window as seen below:

3. Clicking on the “Details…” button on the lower right of the Balance within the Papercut window opens a web browser that will let the user log in and see their job history

Receiving Credit for Printing Errors

Credit will be given for errors caused by the printer (paper jams, toner problems, etc.) In such situations, please take the bad printouts to a Lab Assistant in Dreyfuss, Dickinson Hall, or University Hall. Your information will be taken, and reimbursement will be made in the form of a credit applied to your total charge for the semester. Situations which could have been prevented before printing, such as extra blank pages at the end of a document, will not be reimbursed.

Can I Use My Own Paper in These Printers?

No. Jobs are printed as they are received. There is the possibility that after loading the printer with your paper someone will print a job that will then be printed out on your paper. Transparencies and mailing labels are not allowed in the lab printers due to the high heat that laser printers use and the potential for damage to the equipment.

Outside Organizations Requesting Video Production

There may be times when an outside organization will be using various venues at FDU. Should they require a video project it is entirely up to the discretion of the Multimedia Producer to determine whether such a project is feasible or if it interferes with our priority which is FDU’s production needs.

Pricing for Outside Organizations

Multimedia Services functions as a cost recovery center for FDU projects, however, pricing for outside organizations will reflect the going rate from comparable media production facilities.

Brainstorming

You may have a concept and an intended audience but not be quite certain how your video should look. We are more than happy to assist you in this process and guide you towards your goal.

Using Examples

When considering a video project, it is often helpful to offer several examples of programs you consider that demonstrate how and what you wish to communicate to your targeted audience and the type of messaging required. We can use that as a starting point and progressively move towards a program that is designed to satisfy your specific requirements.

Project Storage

All video material recorded by Multimedia Services will be stored and backed up indefinitely, including raw footage, and the final program. This will allow for updates to the project and provide a level of security should you require your project to be resent either to you or to other individuals at a later date.

Project Delivery

All program material is delivered via Frame.io, this service offers a quick and convenient method of sending large files quickly and securely, as well as providing teams to collaborate and leave notes attached to timecode. The link provided by Frame.io can be shared for previews and approvals, however it is not a permanent storage solution and once the video has been downloaded, previewed and approved it will be archived.