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FAQs for Monitored Staff Photocopiers

STAFF photocopy access cards -  general information

You must be in possession of a valid STAFF photocopy access card before you can use MONITORED staff photocopier.

STAFF photocopy access cards are issued to UniSA staff members by Document Services upon receipt of a valid NEW CARD application. (refer to NEW CARD process)

In most schools, card applications are handled by thru the school office.

Every time a card is swiped it cause the corresponding "Monitor Staff Copying Account" held on a computer at Document Services to be accessed. Provided that sufficient funds are held within the account, photocopying is enabled.

When a card is swiped, the display on the swipe card reader shows THE NUMBER OF COPIES OF A GIVEN  SIZE THAT ARE STILL AVAILABLE from the funds held in the card account. Thus, if you are copying:

  • to A4 size paper, the number displayed is the number of A4 copies still available.
  • to A3 size paper, the number displayed is the number of A3 copies still available, etc

You can arrange to add more funds to a STAFF card at any time, by completing an appropriate ADD VALUE form. (refer to ADD VALUE process)

  • There is NO NEED to wait until existing funds are exhausted before applying to have more funds added.
  • There is NO NEED to send your card to Document Services along with the ADD VALUE form.

LOST CARDS should be reported to Document Services as soon as the loss is discovered. (refer to LOST CARD process)

Occasionally, the magnetic stripe on the back of a card will become damaged, making the card unreadable on any swipe card reader. If this happens the card can be easily replaced. (refer to FAULTY CARD process)

If a staff holder of a card leaves or moves to a different area, their existing staff card , and the value of any residual funds still available, can be transferred to another staff member. (refer to TRANSFER CARD process)

If a staff card is no longer required, the value of any residual funds still available can be credited back to the original issuing cost centre. (refer to REFUND CARD process)

How STAFF can acquire a NEW photocopy access card

To acquire a NEW CARD for staff to use on any monitored photocopier, a NEW CARD application form must be completed. Because this transaction requires a  transfer of funds between an issuing cost centre and the Monitor System cost centre, these forms require authorisation by the appropriate Cost Centre Manager.

  • if you have Cost Centre Manager authority you may use an ONLINE New Card form.
  • if you do NOT have Cost Centre Manager authority you must DOWNLOAD a New Card form and have it signed by a person with appropriate authority.
  • Completed and duly authorised forms may be sent via internal mail or faxed to Document Services on extension 26967

How to ADD VALUE to an existing STAFF photocopy access card

To ADD VALUE to an existing staff photocopying access cards which is running short of credit, an ADD VALUE form must be completed. Because this transaction requires a  transfer of funds between an issuing cost centre and the Monitor System cost centre, these forms require authorisation by the appropriate Cost Centre Manager.

  • if you have Cost Centre Manager authority you may use an ONLINE Add Value form.
  • if you do NOT have Cost Centre Manager authority you must DOWNLOAD an Add Value form and have it signed by a person with appropriate authority.
  • Completed and duly authorised forms may be sent via internal mail or faxed to Document Services on extension 26967

LOST CARD notification and replacement procedure for STAFF cards

If you LOSE a Staff Photocopy Card, any person who finds the card will be able to carry out unauthorised photocopying using the card UNTIL THE LOSS OF THE CARD IS REPORTED.

Immediately upon receipt of a LOST CARD notification at Document Services, a "STOP" will be placed on the lost card preventing any further unauthorised use.

A replacement card will be issued, and all available funds from the original LOST card will be transferred to the replacement card.

The replacement card will be sent via internal mail to the address specified on the form.

To report a LOST CARD, use a LOST CARD notification form.

  • If you have appropriate authority, you may use an ONLINE Lost Card notification form which can be submitted via your web browser.
  • If you do not have this authority, you must DOWNLOAD a Lost Card notification form and have it signed by a person with appropriate authority.
  • Completed and duly authorised forms may be sent via internal mail or faxed to Document Services on extension 26967

FAULTY CARD notification and replacement procedure for STAFF cards

Occasionally, the magnetic stripe on the back of a card will become damaged, making the card unreadable on any swipe card reader. If this happens the card can be easily replaced.

To report a FAULTY card and request its replacement:

  • If you have appropriate authority, you may use an ONLINE Faulty Card replacement request form which can be submitted via your web browser.
  • If you do not have this authority, you must DOWNLOAD a Faulty Card replacement request form and have it signed by a person with appropriate authority.
  • Completed and duly authorised forms may be sent via internal mail or faxed to Document Services on extension 26967
  • The existing FAULTY card should be retained by the person submitting the form. Upon receipt of the replacement card, the FAULTY original card should be destroyed.

TRANSFER an existing STAFF card to a different staff member

If a staff holder of a card leaves or moves to a different area, their existing staff card , and the value of any residual funds still available, can be transferred to another staff member.

To request that the details of an existing card be changed to reflect a new holder, you should use a TRANSFER request form.

  • If you have appropriate authority, you may use an ONLINE Transfer request form which can be submitted via your web browser.
  • If you do not have this authority, you must DOWNLOAD a Transfer request form and have it signed by a person with appropriate authority.
  • Completed and duly authorised forms may be sent via internal mail or faxed to Document Services on extension 26967
  • The original card should be retained by the person submitting the request. It will continue to be useable. The corresponding computer records will be updated with the new details upon receipt of the form at Document Services.

REFUND request procedure for a STAFF card no longer required

If an existing STAFF photocopying access card is no longer required, any residual funds held in the corresponding account can be credited to the original issuing cost centre. Because this transaction requires a  transfer of funds between an issuing cost centre and the Monitor System cost centre, these forms require authorisation by the appropriate Cost Centre Manager.

To request a REFUND of residual funds from a card no longer required:

  • if you have Cost Centre Manager authority you may use an ONLINE Refund request form.
  • if you do NOT have Cost Centre Manager authority you must DOWNLOAD a Refund request form and have it signed by a person with appropriate authority.
  • Completed and duly authorised forms may be sent via internal mail or faxed to Document Services on extension 26967
  • The original card which is the subject of the REFUND request should be destroyed by the person submitting the request. Upon receipt of a properly authorised form, the original card will be "STOPPED" and a refund to the appropriate cost centre effected. A card which has been the subject of a REFUND request CANNOT be subsequently opened again and re-issued to a new staff member.

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