Effective Date: 6/1/2013
The purpose of this policy is to outline the process by which Trinity University acquires, replaces, and disposes of computer hardware equipment as well as the purchasing of personal computer systems and laptops for faculty and staff.
This policy applies to all full-time and part-time employees and to the purchase of all computer equipment issued by the university regardless of university funding sources.
All computer equipment purchases must be coordinated with Information Technology Services before any purchases are made.
Departments receiving computer equipment as gifts from individuals, corporate sponsorships, and grants must work with Information Technology Services before accepting equipment donations. Equipment gifts will be reviewed to ensure that the gift may be utilized in the Trinity environment and that ongoing support can be provided.
Full-time faculty and staff positions will be assigned one primary computer. The computer assigned to a user as their primary system will be the machine covered under the Computer Replacement Cycle. Those users with non primary computers may either be upgraded out of the ITS computer redistribution pool or by other departmental funds. The general guidelines for replacement of primary systems are:
Computers that are part of the ITS Computer Replacement Cycle will be replaced with a new standard computer. Information Technology Services will also cover the costs of a new standard machine requested for a newly created position.
A standard configuration will be established by Information Technology Services on an annual basis. Any upgrades to the hardware configuration beyond the scope of the standard configuration will be charged to the requesting department.
Full-time faculty have the choice of a Windows or Apple laptop or desktop based on a standard configuration.
Full-time staff will receive a Windows desktop unless justification can be provided and approved by the respective Vice President. If equipment other than a Windows desktop is approved by the Vice President, any monetary difference will be paid by the respective departmental funds. Any staff replacement personnel will inherit the computer used by the previous holder of that position, unless that computer was purchased or has been in use for four years.
Standard software on machines will include:
Standard desktop configurations for both PCs and Macs will include a CPU, monitor, keyboard, and mouse.
Standard laptop configurations for both PCs and Macs will only include the laptop. External monitors may be supplied depending on availability in redistribution. Laptop setups do not include carrying cases, docking stations, and monitor stands.
Full-time employees will have the option of purchasing their primary computer system at time of replacement once ITS identifies it as decommissioned. Please note the following:
Follow this process to purchase a decommissioned system:
Requests by employees to purchase their decommissioned computer system must be made through Information Technology Services by sending an email to helpdesk [at] trinity.edu
Configuration of machines that are to be sold are as follows: