The information below will help you understand whether you are eligible for a computer through the ITS Refresh Program. If this is a computer that needs to be purchased outside of the Refresh Program and with alternate funding, please see the Request Form at the bottom of this page.

College Owned Computer Equipment

All college computer equipment is on a regular replacement cycle. The goals of the replacement plan are to:

  • Ensure that appropriate computing resources are available in public and departmental computing facilities, classrooms, and college offices to support the mission of the institution.
  • Ensure that each faculty and staff member who uses computing resources in his or her position has a computer of sufficient capability to fulfill his/her responsibilities.
  • Implement minimum standards for computing equipment on campus, and encourage planning, cost-effective installation of new equipment and appropriate and secure disposal of old equipment.

College Guidelines on Computer Provision and Replacement

Full-time Faculty Computers

  1. Faculty computers are refreshed on a regular cycle established by the College (currently four years). This refresh cycle pertains to computers assigned to all tenure-track and tenured faculty as well as faculty on 5-year rolling contracts.
  2. ITS will select the standards for the base Macintosh and Windows computer configuration for the year. Minor adjustments to the configuration may be made as the year progresses due to availability or changes initiated by the vendor.
  3. Faculty will be sent a notice when his/her computer is up for replacement. The notice will delineate the specifications for the base machine. The notice will indicate that faculty may request upgrades to the base computer, but must discuss funding sources with the Dean’s Office (Associate Dean) prior to placing the upgrade request.
  4. All transactions will be tracked in the ITS Service Desk software from the time an order is received until it is fully installed. Requested upgrades will be noted as part of the respective Service Desk ticket. Faculty members will be assigned a ticket number so that s/he may track progress of the transaction if so desired.

New Faculty Computers

  1. When a new faculty member is hired, a letter from ITS will be sent, via the Dean’s Office, to the new faculty member describing the College’s policies and procedures regarding the provision of a computer for the faculty member’s use. The letter will delineate the specifications for the base machine and indicate that faculty may request upgrades to the base computer, but must discuss funding sources with the Dean’s Office (Associate Dean) prior to placing the upgrade request.

    The letter will clearly state that information must be received by ITS no later than 1 July to insure delivery and installation by the start of classes.

  2. All transactions will be tracked in the ITS Service Desk software from the time an order is received until it is fully installed. Requested upgrades will be noted as part of the respective Service Desk ticket. Faculty members will be assigned a ticket number so that s/he may track progress of transaction if so desired.
  3. New faculty will then be placed on the regular replacement cycle.

Visiting and Part-time Faculty Computer Policy

  1. The Dean’s Office will compile a list of visiting and part-time faculty annually in order to coordinate the distribution of available recycled computers.
  2. Computers for part-time faculty and visiting faculty on 1-, 2- or 3-year contracts will be those that are available after replacement of the open/general use computer labs which ITS operates (see computer lab replacement schedule in the following section). In most cases, this equipment will be no more than two years old.
  3. Priorities for the reuse of these recycled computers have been established (see the following section).

Academic Staff Computers

  1. Academic Staff include: academic department coordinators, technicians, art museum staff, Pacific Basin Institute staff, and Oldenborg staff.
  2. Academic staff computers are refreshed on a regular cycle established by the College (currently four year).
  3. Based on the ITS inventory system, academic staff are automatically assigned to a fiscal year when their computers are up for replacement. Generally, the replacement of computers will take place during the summer, but may be arranged at other times during the designated year of replacement.
  4. ITS will select the standards for the base Macintosh and Windows computer configuration for the year; minor adjustments to the configuration may be made as the year progresses due to availability or changes initiated by the vendor.
  5. Academic staff will be sent a notice when his/her computer is scheduled to be replaced; the notice will delineate the specifications for the base machine. The respective department must cover any upgrades to the base system.
  6. All transactions will be tracked in the ITS Service Desk software from the time an order is received until it is fully installed. The staff member will be assigned a ticket number so that s/he may track progress of the transaction if s/he so desires.

Administrative Staff Computers

  1. Administrative staff computers are refreshed on a regular cycle established by the College (currently four year).
  2. Based on the ITS inventory system, administrative staff are automatically assigned to a fiscal year when his/her computer is up for replacement. Generally, the replacement of computers will take place during the summer, but may be arranged at other times during the designated year of replacement.
  3. The standard computer in all administrative offices will be a Windows based computer. The only exception to this are the computers used for graphics work by the staff in the Public Affairs Office of the College.
  4. ITS will select the standards for the base desktop and laptop computer configuration for the year; minor adjustments to the configuration may be made as the year progresses due to availability or changes initiated by the vendor. The respective department must cover the cost of any upgrades to the base system.
  5. Those eligible for refresh will be sent a notice when the computers in his/her department are up for replacement; the notice will delineate the specifications for the base machine.
  6. All transactions will be tracked in the ITS Service Desk software from the time an order is received until it is fully installed. The staff member will be assigned a ticket number so that s/he may track progress of the transaction if s/he so desires.
  7. Departmental student assistant workstations are the responsibility of each individual department. Each department should budget for the regular replacement of student workstations, normally on a three year cycle.
  8. In the case of laptops that are lost, ITS will make every effort to provide a desktop computer from the recycle pool for the staff member’s use until the staff member’s slot comes up on the regular replacement cycle, or the department may choose to pay for the replacement of the laptop.

Computer Request Form