Full-Time Faculty and Staff Provisioning and Replacement (formerly "Cascade")
Full-time permanent staff (or multi-year appointment) and tenure-track, tenured and continuing non-tenure track (CNTT) faculty are eligible to receive new computers. This fund provides one computer (and necessary peripherals where applicable) for primary use where the individual's job requires regular computer use. For those who do not qualify, please see "Other Computer Replacements" below.
Computers are typically scheduled for replacement every four (4) years. Staff members due for computer replacement on their primary computers will be contacted directly. If a supervisor is concerned and wants to be sure that staff members are choosing appropriate computers, they should speak with their department members directly – LITS will replace the computer based on the individual’s selection and will query the department only if the selection requires approval or seems to be unusual. These will be delivered with the College’s newest supported operating system and software suite.
A list of replacement models and options will be offered to those individuals with computers due for replacement each year. If job needs or faculty demands require a custom configuration, the replacement fund contributes a value (which we refer to as the base computer replacement value) toward a supportable model which qualifies as a primary computer; department, grant, or other funding supplies the remainder. The base computer replacement value fluctuates with the technology market; it has been as low as $1050 and as high as $1250, though it averages around $1200.
If an individual (or their department/supervisor) seeks replacement prior to scheduled replacement early replacement will be subject to a cost-sharing contribution of roughly one quarter (¼) of the base computer replacement value per year. For example, replacing a computer with a 16-xxxx sticker (due to be replaced in fiscal year 2020) in fiscal year 2018 with a standard Windows model would cost $600 ($300 per year for replacement 2 years early based on the FY18 $1200 base replacement value). If the need is a switch from desktop or laptop or vice versa, it may be possible to avoid costs by switching to equipment from the same replacement year, if available.
An individual may request delaying their upgrade for a year if they believe the computer will meet their needs for another year and if the operating system is a version that will be supported in the coming year. No financial credit is given for waiting a year, and delaying more than one year is not recommended. Delaying the replacement of a laptop is not recommended, and support may be limited or unavailable in the fifth year.
Staff members will be offered Windows desktops or laptops – Macs can be provided only as supported by specific job needs (e.g., graphic artists). Faculty members may choose either platform provided they can fund contribution requirements for their desired model.
Staff members choosing a laptop may need supervisor or department head approval indicating that the selection is necessitated by job requirements. This is especially true if choosing to replace a desktop with a laptop.
Laptops are not provided with a docking station, new display, or keyboard/mouse. If these items are needed or desired, these are a departmental (or grant, research, etc.) cost and can be selected along with one’s new computer. Desktops are provided with only one display; if a second is needed, it is at the department’s cost. Any additional peripherals such as a headset or speakers, are also a department cost. At the time of this writing CD/DVD drives are provided upon request without additional cost.
Selection of some models requires a contribution to be paid by department, grant, or research funds. Individuals will need to secure funding for upgrades to a standard computer model, peripherals for a laptop, or the contribution cost for some models. A College budget must be provided; LITS cannot accept personal funds toward the cost of a College computer. Contribution costs may vary from year to year; as of this writing, selection of any Mac laptop incurs a charge. These costs are solely based on the purchase prices relative to the base computer replacement value.
If a staff member departs and the position is re-hired promptly, the new staff member will be expected to use the previous staff member's computer (or equivalent replacement) and will receive a replacement when that computer reaches the end of its scheduled life. If this equipment is not applicable for the new hire, the department should approach LITS for a replacement; some replacements may incur a cost. Newly created positions may be offered new hardware, or available hardware which is still within its scheduled life as available and appropriate.
When a new faculty member is hired, their first primary computer is funded by the Provost's office up to a specific value. Please speak with the Provost's office for specifics. New faculty members are offered that year's standard hardware selections and information about this program.
Grant-sponsored fellows may be provided new, grant-funded computers if grant funds permit. If no grant funds are available, they will receive "upgrade" computers (see below). In either case, these return to LITS for campus use after their departure.
When a faculty or staff member departs the College, their primary computer must promptly return to the central College equipment pool regardless of departmental contribution; these computers are re-used throughout the College.
Please note that regardless of any early replacement, Mac laptop, or custom specification differentials paid by individuals or departments, the computers which are part of this program return to the central pool when replaced.
In all cases, these computers are owned by the College and must be returned to LITS regardless of contributions or initial funding. No personal funds can be accepted for cost contributions.
Other Computer Replacements ("Upgrade" computers)
Visiting and interim faculty, part time and temporary staff, student workers, etc. are assigned "upgrade" computers. These are usually 3-4 years old and are replaced when they reach 6 years of age (sooner if stock is available). The department may choose to pay for a new computer for temporary faculty, staff, or student workers if the one provided does not meet that individual’s needs.
LITS works with the Provost's office on the office locations for visiting and interim professors and will remove computers when an office is not assigned. When a location is no longer in use, or a temporary or part time staff member leaves the College, the computer must promptly return to LITS. These computers are part of a central pool that is used to meet needs throughout the College, and are not considered department equipment. This equipment may not be re-allocated without agreement from LITS.
Before these computers are delivered, all previous data is securely removed, they are confirmed to be in good physical condition and working order, and are provided a fresh software configuration.
Access to Printers
The College has invested in a fleet of shared copiers throughout campus and all employees may use these to print. On rare occasions where a workspace does not have reasonable access to one of these machines, LITS may fund a black and white network printer for this area. LITS does not fund individual printers and will purchase and/or maintain only some models; please used shared printing resources wherever possible.
For questions about this policy, or confirmation of when a computer is due to be replaced, please contact the Help Desk (firstname.lastname@example.org).