New Print Service Vendor

As of Monday, April 1, printers on the Providence Campus will be serviced by Canon. This change to Canon from HP delivers significant cost savings while providing the same service elements.

  • Toner levels will be monitored by Canon, who will send replacements when the toner reaches a set depletion level. 

  • Requests for assistance with printers should continue to be submitted as a ticket to the IT Service Desk. Contact info: or by calling 1-866-598-4357. Please be prepared to provide the JWU asset tag number (found on the front of the printer).

Service Guide

Order Supplies

Color Printing

How to switch from Double Sided to Single Side

Please note: While Canon will be servicing HP printers, JWU will not be moving to Canon devices across the board. Please ignore the HP ID sticker. Canon can reference our JWU asset tag number for requested repair or supplies

Which printers are covered under this new MPS program?

Laser Printers
The majority of existing HP laser printers are covered. There are a few old laser printers that will not be included due to their age and lack of available parts; however, our plan is to replace these in the near future.

Inkjet Printers
There are only a few HP inkjet printers in use. “Production” style inkjets (ie, Office Jet Pro) will be covered, others will not.

3D Printers & Plotters
These specialty printers are not covered. They will continue to be supplied and serviced as they are now.

Does the MPS program change how we order paper?

No. MPS does not include paper. You should continue to follow your existing process to order paper.

How does the MPS program change how we order toner?

Networked Printers
These are monitored by Canon. When toner gets low, Canon will automatically mail a toner cartridge to you.

Local Non-networked Printers
These are printers that are directly attached to a computer (and are not shared with any other computer or network). This type of printer cannot be monitored by Canon since it is not connected to the network. When you receive a “toner low” message on this type of printer please follow the instructions listed under manual ordering process

How do I order cartridges for an inkjet printer?

We have a limited number of inkjet printers. For inkjet printers which are not part of MPS, cartridges should be ordered via WB Mason as in the past.

What if a printer is not working?

Continue to call JWU IT for issues with all laser, inkjet, and local printers. Ricoh equipment in the Faculty Resource Centers and the Mailroom will continue to be serviced by Ricoh.

What should I do with unopened toner I have now?

If the toner was ordered from WB Mason less than 90 days ago:
It can be returned for a full refund. Please contact Rath Seng (x1163), in Purchasing, to facilitate this process.

If the toner was ordered more than 90 days ago:
Call JWU IT and they will retrieve the toner and receive a credit from Cannon.

If you are unsure when the toner was ordered, please contact Rath Seng.

I keep extra toner for emergency purposes. Can I still do that?

Canon has developed a robust monitoring tool that accurately schedules replacement toner.

Canon will send out replacement toner when the existing toner reaches 10% remaining. This proactive management truly minimizes "toner out" alerts.

If you would like to keep extra toner for emergencies, please follow the instructions listed under manual ordering process.

At JWU Providence, Canon is the new, primary supplier for toner and printers, and is providing service and supplies as of April 1, 2019. This guide is useful for JWU staff who formerly ordered toner from WB Mason and/or are their department's liaison for its printers.


If you have any questions, please contact JWU Procurement, 401-598-1163 or JWU IT.

Printer Service


Contact the IT Service Desk at 401-598-4357 if your printer is not working. The IT team will make an initial assessment before routing the service ticket to the proper vendor.

Laser and Inkjet Printers


Maintenance, Image Transfer, Image Fuser, Roller, Document Feeder

Some laser printers and multifunction devices utilize kits. These kits are provided to us as part of the Canon service agreement.

If you see an alert on your printer's control panel stating that the kits are running low, please contact the IT Service Desk 401-598-4357, and the IT team will replace these for you.



Specialty printers are not maintained by JWU IT or our service provider.

Maintenance of these printers, typically used in Facilities Management and the College of Engineering and Design, should continue with their normal servicing procedures.

3D Printers and Plotters


Printer Supplies

The JWU printer environment consists of three types of printers. To replenish printer supplies, the process varies depending on the type of printer you have.


Automatic toner replacement occurs since Canon receives an alert when toner is low, and thus, automatically ships the necessary toner.

Manual toner ordering is available in the event that 1) You will be printing a large volume in the near future; or 2) You would like to have one backup toner available at all times. Refer to the manual ordering process to order toner on your own.

Drums and collections kits are monitored by Canon. If a drum or collection kit is needed, Canon gets an automatic alert, UPS does an auto-ship, and an email goes to the JWU Service Desk to contact Canon upon drum or kit arrival to schedule the technician visit.

Network Printer with JWU Asset Tag


Since this printer is NOT on the JWU network, automatic toner replacement does not apply. Please monitor your printer for toner alerts as you have in the past. At your discretion, you can order a toner cartridge to keep on hand. Refer to the manual ordering process to order toner on your own.

Non-Networked Printer with JWU Asset Tag


Printers that are NOT labeled with any tags are not part of the MPS program. Examples are:

  • A small HP desktop inkjet printer: Order inkjet cartridges from WB Mason

  • A 3D printer: Continue ordering supplies from your current provider

  • Ricoh multifunction machines: Continue ordering supplies from Ricoh

Printer with No Tags

Empty Toner Cartridges

A prepaid UPS shipping label is included with every new toner cartridge we receive. After replacing the old toner cartridge with the new one, place it in the toner box. Seal the box and tape the prepaid UPS label to the outside of the box. Place the box in your outgoing mail. The JWU mailroom will pick it up and have it sent back to HP to be recycled.

For all Ordering Methods

Online ordering will become available on Monday, April 8, 2019

Please provide the following:

  • Your name

  • Company

  • JWU Asset tag number

  • Supplies you want to order (e.g., toner, kit, magenta and cyan drums, black drum only)

JWU Providence can order certain printing supplies online or by phone.



Order toner online, or through phone or email, using the below information.


Printer Drums or Collections Kits

Order via phone or email.

Order Online

There are various reasons why you might order toner on your own, outside of the service we have with Canon. You may know a large volume of printing will occur in the near future. You like to have one backup toner available at all times. You need to order printer drums or a collection kit. You have a desktop printer that is not on the JWU network.

  1. Go to

  2. Click on myCSA Log in button at the upper right hand corner

  3. If new, click on Create Account link, fill in email, equipment number (JWU asset tag #), choose Quick Access radio button, and click Sign In

  4. If user already has account, fill in username and password, and click Login

  5. Order supplies as necessary.

Instructions for changing your print job to color in Microsoft Office

1. Select "File" then "Print" 

Word - File.jpg

2. Select "Print"

Word - Print.JPG

3. Select "Printer Properties"

Word - Settings.jpg

4. Uncheck "Print in Grayscale" & click "OK"

Word - Gray.jpg

5. Click "Print" & your file will now print in color

Word - Complete.jpg