Computer Replacements

Primary workstations for Full-Time Employees

Full-time permanent staff (or multi-year appointment) and tenure-track, tenured and continuing non-tenure track (CNTT) faculty are eligible to receive LITS-funded workstations. The Computer Replacement fund provides one computer to each employee whose job requires regular computer use. 

Primary workstations are scheduled for replacement every four years and any individual (faculty or staff) due for replacement will receive an email outreach in early spring to initiate the Computer Replacement process. To calculate the expected replacement year of any primary workstation, reference the device’s green asset tag sticker (the first two digits are the fiscal year when it was originally purchased). For example, assets tags starting with 25 would be replaced in FY29, most likely summer 2028.  For new hires, please request computers for new employees as early as possible ahead of their start date.  All replacements are tracked via help desk ticket from initial selection (or consultation) through to deployment.

LITS maintains a menu of standard workstation models that have been vetted to capably run our standard software image.  For individuals needing additional guidance regarding specific computing needs, please reach out to LITS for an expert consultation to review requirements and determine a workstation model/spec that best fits the need. Computers are delivered with the College’s newest supported operating system and software suite.  LITS prefers to schedule replacements during the summer months to minimize impact during the school year but will be flexible in scheduling deployments according to each individual’s availability.

LITS funding levels are set annually based on the expected cost of a Dell standard spec laptop and external monitor.  Apple Macs and custom Dell specs usually exceed this funding allotment and require supplemental funding. LITS will work with the individual ahead of any primary workstation purchase to clarify these funding details.  Any selection that requires additional funding must be paid by department, grant, or research funds.  Department approval is the responsibility of the individual for any budget number provided.  LITS is unable to accept personal funds towards workstations purchases.

An individual may delay their replacement for a year if the operating system is a version that LITS continues to support. No financial or funding benefit will be accrued through such deferment.  LITS schedules deployment according to each individual’s availability to minimize impact so deferments are expected to be rare and will be decided and confirmed on a case-by-case basis.

If a faculty or staff member leaves the College, the expectation is that they or their supervisor will contact LITS to arrange return of their primary workstation upon departure.  If the position is filled promptly, the new staff member may be provided the previous staff member's computer once LITS securely removes all data through a re-imaging process. LITS will still replace that primary workstation when it reaches the end of its 4-year supportable lifespan (based on its original purchase date). All computing workstations are considered college property and must be returned to LITS regardless of departmental contribution towards custom specifications.  We do redeploy these used workstations (appropriately vetted for continued use) for new hires.  New hires are not guaranteed a newly purchased primary workstation if a standard spec workstation that has been returned to LITS can meet the need.

When a new full-time faculty member is hired, their initial primary workstation is funded by the Provost’s Office and supplemented by Startup or Departmental funds as needed. Contact LITS or the Provost's office for more details regarding these unique funding details. New full-time faculty members may select from the menu of standard models, but can expect an initial consult with LITS on any custom requirements to meet their primary workstation computing needs. 

Grant-sponsored fellows may be provided new, grant-funded workstations if grant funds permit. If no grant funds are available, they must work with their departments to identify an appropriate computing resource and available funding if a purchase is necessary.  In either case, computers must be returned to LITS for campus use after a fellow’s departure unless alternate arrangements are made with LITS for the department to continue using that computing resource.

Part-time staff are not eligible to receive LITS-funded workstations.  Please reach out and work with us on meeting their computing needs with existing departmentally owned, shared resources.  We will work with you to re-image or otherwise prepare any departmental workstation for their use or help identify the appropriate funding source if a new workstation purchase is necessary.

Computers for Interim Faculty

Please reach out to the Provost’s Office for specific information regarding computing resources deployed for Interim Faculty use.  LITS works with the Provost’s Office annually to identify office spaces where Interim Faculty are to be assigned, and make sure an appropriately imaged Dell All-In-One (AIO) workstation is deployed to the space.  If any individual needs a custom setup or laptop, the department should reach out to the Provost’s Office to review the situation to confirm the need and identify funding if a workstation purchase is needed.  LITS is unable to provide custom computing resources (laptops/Macs) in the form of loaner equipment for whole semesters. 

Secondary or Departmental Workstations

LITS initiates replacement actions for primary workstations only and expects departments or individuals to reach out to LITS to initiate replacement actions for secondary, research, or shared departmental devices.  LITS sends out inventory review spreadsheets annually to department heads and Administrative Assistants for reference and planning.  Please reach out to LITS for guidance in planning out replacement actions.  The expectation is that any device older than 4 years is outside of warranty support and should be retired or replaced. 

Printers

The College has invested in a fleet of shared copiers throughout campus and all employees may use these to print. LITS does not fund desktop printers and will purchase and maintain only some models; please use shared printing resources wherever possible.

Questions

Please contact the Help Desk with any questions: help@brynmawr.edu or 610-526-7440.