Computer Replacement Program

Overview

Arts & Sciences has a computer replacement program to provide routine replacement of faculty, staff, conference rooms, and classroom/lab computers. The intent of this program is to provide a reasonably robust computing environment for faculty and staff on campus while ensuring that the pool of computers supported by the computer support staff remains in a steady state.    

A&S is responsible for providing each faculty and staff member with ONE computer. That computer will be defined as the primary computer for the purpose of this replacement program. Faculty and departments can purchase additional machines from department funds, research accounts, grants (as applicable), or reserves.    

A&S periodically replaces primary computers based on the age of the machine, the capabilities of the machine, security reasons, and budgetary availability. Primary computers are replaced roughly every five years.  

Using the computer inventory compiled and maintained by A&S Computing, determinations will be made for replacement eligibility. Department Chairs, in consultation with their desktop support personal, will request the replacements through the annual budget process. Primary computers assigned to faculty and staff that are below that standard will be strongly considered for replacement.  

To obtain optimal pricing, computers will be ordered in bulk by A&S Computing. This approach will allow for long-term viability of the computers and consistencies in support.  

Computers purchased for faculty and staff are the property of A&S. If a faculty member or staff member leaves the university, the primary computer, and any computer purchased with university funds, must be surrendered to A&S Computing. A purchasing option is available.   

Scope

The Computer Replacement Program applies to faculty and staff regarding the purchase of their primary computer issued by the university. The program also covers the replacement of computers located in computer classrooms, computer labs, and conference rooms.   

The Replacement Program does not cover shared department laptops or laptops for department checkout, digital signage equipment including the flat screen and the computer used to run the screen, printers, and other peripherals. Replacements and repairs for these laptops, screens, printers, and peripherals are to be paid for using departmental funds. 

Replacement of research computers is the responsibility of the department and/or the primary investigator using startup, research accounts, or appropriate grant funds.   

Computer Replacement Cycle

A&S periodically offers replacement of primary machines based on the age of the machine, the capabilities of the machine, security reasons, and budgetary availability. Machines are replaced roughly every five years. Accepting a replacement offer is elective (not mandatory), but acceptance is an agreement to all other terms of replacement.  

Exceptions to the program can be directed to Larry Kuykendall and Ken Keller. 

New Faculty

New tenured or tenure track faculty should purchase their initial technology needs, including their primary computer, from their startup funds. 

If a new adjunct, instructor, or post docs is filling a pre-existing position, A&S assumes the computer used by the former occupant of that position will be used. The computer will be wiped of previous data and software will be reinstalled. If the department wants the new instructor to have a new computer before scheduled replacement, the department must provide the entire purchase cost of the new equipment.   

New Staff

If the new staff hire is filling a pre-existing position, A&S assumes the staff member will use the computer used by the former occupant of that position. If appropriate, the computer will be wiped of previous data and software will be reinstalled. If the department wants the new staff member to have a new machine before scheduled replacement, the department must provide the entire purchase cost of the new equipment.    

Standard Computer Configurations

A&S Computing will establish standard configurations on an annual basis. Any upgrades or customizations to the hardware configuration beyond the scope of the standard configuration will be charged to the requesting department. 

Two standard configurations are established each year and are referenced in the budgeting process as Tier 1 and Tier 2.  Some examples of the difference between Tier 1 and Tier2:  Tier 1 computers will always come with new monitors. A&S Computing will attempt to reuse monitors on Tier 2 deployments.  Tier 1 might have large capacity Solid State Drives. Tier 2 may have smaller capacity Solid State Drives.  Tier 1 computers might be ordered with 32 GB of memory while Tier 2 may be ordered with 8 GB. 

In most cases, Tier 1 is configured for most research and teaching activities.  Tenured and tenure track faculty, most full-time lecturers, and computer labs/classrooms will be assigned a Tier 1 computer. 

In most cases, Tier 2 is configured for administrative support and general computing needs. Most administrative staff, visiting lectures, conference rooms, and some adjuncts will be assigned a Tier 2.  Departments can opt to upgrade a Tier 2 machine to a Tier 1 using departmental funds. 

In most cases, Emeriti are not covered by this process. 

A choice of Windows or Apple will be available for both tiers. 

Exceptions to the Tier 1 and Tier 2 assignments are made on a case-by-case basis and take into account the computing needs of the user and available budget. 

Computer Return Upon Replacement

A condition of receiving a replacement computer is the surrender of the replaced (old) computer to A&S Computing. These computers will be used at the discretion of A&S and will be used to upgrade student workers’ computers, outdated research computers, general department use computers, etc. 

When replacing a faculty or staff computer, A&S Computing will reclaim the machine being replaced and keep that machine for a period of no more than two (2) weeks to ensure that all data and configuration have been transferred successfully. At that time, A&S Computing will remove the existing hard drive if possible. By default, used hard drives will be retained for a period of no more than 6 months before being physically destroyed beyond repair, recovery, or data reading. Faculty may request data be wiped on a more rapid timeline. 

For non-removable disks, data will be securely wiped with the appropriate industry practices.  

Computer Swap Pool

A&S Computing maintains a pool of refurbished computers, monitors, keyboards, and mice.  These refurbished computers, or swaps, are used to upgrade student workers’ computers, outdated research computers, general department use computers, etc.  Departments can request swaps through the annual budget process. Generally, these computers are 4-8 years old, but still serviceable with upgrades.  

Conference Room Audio/Visual Upgrades

Departments, Centers, and Programs can request audio/visual component replacement or upgrade for conference rooms or department owned classrooms.  A/V components are on a 6-10 year cycle depending on the component. 

If the request is approved, A&S will cost share the replacement or upgrade costs with the department based on usage patterns that include: percentage of time room is in use; type of usage; and ability of other A&S departments to utilize the room. 

The following can be used a guideline to determine the maximum level of cost share A&S will provide: 

  • Room dedicated to undergraduate courses:  100% 

  • Room dedicated to undergraduate and graduate courses: 75% 

  • Mix-use room comprising of courses and department administrative activities like meetings or job talks:  50% 

  • Room primarily used for administrative activities with an occasional course:  25% 

  • Room used for administrative activities only:  0% 

These are the MAX contributions. Actual funding levels will adjust based on available annual budget. 

Option to Purchase Upon Leaving

A&S Computing can assist in facilitating the purchase of your computer upon leaving the University. A&S Computing will establish a buy-out price based on fair market value. Computers are sold “as-is”. Any additional hardware upgrades will be additional cost. Purchases are processed through the A&S Dean of Faculty Office.  

On infrequent occasions, current faculty and staff can buy their computer being replaced (old computer).  Requests to buy-out a computer should be directed to Larry Kuykendall and Ken Keller.  If approved, A&S Computing will establish a buy-out price based on fair market value.  Computers are sold “as-is.”   

All computers that are purchased must be wiped of all University software by A&S Computing.  This ensures that the University maintains license compliance.  Please note that the university’s Microsoft licensing agreement might not allow ownership transfer for certain operating systems, like Windows 10.  Licensing agreements change often. Therefore what software and operating system must be removed will be set at the time of purchase and not through this document.