Hardware Purchases and Replacement

The following information address the management, replacement and requests of hardware in more detail.
  • Replacement Equipment Processplus or minus

    The Central Microcomputer Budget Planning process begins each Fall. The IT Asset Management Administrator sends each department head a listing of current computer assets to make updates and request replacement computers. The recommendations from each department serve as the starting point as Information Resources formulates the overall Central Microcomputer Budget for the following budget cycle. The University’s Equipment Committee determines the funding available to meet these requests.

    The IT Asset Management Administrator in coordination with IT administers that budget in a way that allows for the maximum number of requests to be approved. Leveraging bulk buying of systems that meet our standard configurations reduces our per system cost. These cost savings mean that we can accommodate more of your requests. Every request is evaluated and prioritized based on need and usage. Due to the high costs of maintaining and replacing desktop equipment, everyone needs to be conservative in their requests.

    Each employee should have a maximium of one system. When IT replaces a desktop PC, the existing computer must be returned. 

    Timeline

    Computer deployment for labs and classrooms normally takes place during the summer months with faculty and staff systems following starting in the Fall and continuing through the budget year. Due to budget limits, not all requests can be approved.

    Once the Central Microcomputer Budget has been set for a fiscal year, departments will receive a list of approved lab equipment replacements at the beginning of the budget year and approved faculty and staff replacement equipment later in the Fall semester.

  • New Faculty or Staff Equipmentplus or minus

    New faculty typically receive a computer as part of their faculty contract from the Provost Office.

    Computers for new staff positions should be planned for and requested during the annual Central Microcomputer Budget process even if the position has not yet been approved. If a new hire is filling an existing position, the computer used by the last employee in that position will be reconfigured for the new employee.

    If an unexpected need arises for new equipment during the fiscal year, contact the IT Asset and Vendor Relations Administrator a minimum of two weeks before employee start date.

  • Non-Standard Configurationplus or minus

    The University has equipment standards for laptops and desktops in order to provide each user with the best support possible. While our standard configurations meet the needs of most individuals, we also recognize that some users may require a more customized configuration. Requests for non-standard equipment should be noted on the annual Central Microcomputer Budget forms.

  • Requesting tablets, monitors and printersplus or minus

    Tablet Devices

    Tablet devices are generally not considered a suitable replacement for a desktop or laptop computer. Funding for iPads (or similar tablet devices) is the responsibility of the department but the purchase itself should go through the IT Asset Management Administrator.

    Monitors

    Monitors are not always replaced when a new system is delivered. In general, monitors can last a lot longer, but defective monitors will be replaced when needed. A flat panel monitor in good working condition will generally not be replaced.

    Network Printer

    Departments should use their shared multifunction copier for network printing. Individual departments are responsible for purchasing paper and other consumables for the copiers in your department.

    Desktop Printer

    Departments are strongly urged to use their shared multifunction copier for printing. If a personal printer is needed to connect to an office desktop/laptop, our current standard is an HP OfficeJet Color printer. Supplies are the responsibility of the department.

  • Desktop Managementplus or minus

    University Windows and Apple computers run Dell KACE central desktop management solution. This allows IT to more efficiently manage computers, provision software to specific computers, deploy patches to fix vulnerable software titles, and streamline the imaging of computers. Any computer not in compliance with this requirement may be disconnected.
  • Grant Purchasesplus or minus

    Determination of ownership and disposition of property purchased using grant funds must first be determined. Ownership of any equipment purchased with grant funds will generally be specified in the award agreement. Grant Awards may also include conditions in award agreements that place constraints on both the use and disposal of research equipment.  By honoring these conditions, the University fulfills obligations to the sponsor that it has assumed under the award agreement. Ownership of the property purchased can be either the sponsor, faculty member or the University. 

    If the University is granted ownership under the agreement, the purchase of hardware and software should go through the IT Asset & Vendor Relations Administrator to ensure compatibility with the University network as well as meeting minimum hardware standards. University site licensed software can be installed on University owned equipment. Support can be provided only for grant purchases that meet our standards. Funding for the replacement of grant equipment is the responsibility of department, they will not be part of the Central Microcomputer Budget.

    If the faculty member is granted ownership under the agreement, the IT Asset and Vendor Relations Administrator can assist you with your purchase. We recommend that you consult with IT to ensure compatibility with the University network and programs. Future replacements of grant equipment will not be part of the Central Microcomputer Budget.

    University site licensed software can NOT be installed on non-University owned equipment. 

  • Asset Disposalplus or minus

    All computers purchased with university funds remain the property of the University until disposed of by IT. Failure to return University-owned equipment, software, or data upon leaving the University or at the request of the University may result in legal action or obligate the employee to reimburse the University for the value of the equipment.
    A computer that is returned to inventory and no longer meets the minimum configuration is disposed of through a licensed IT asset disposal company.