Program Overview
Arts & Sciences employs 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 in service remains reasonably supportable.
A&S provides 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 devices from department funds, research accounts, grants (as applicable), or reserves.
A&S periodically replaces primary computers based on its age, capabilities, security reasons, and budgetary availability. While there can be other factors, primary computers generally become available for replacement after five years of service.
Using computer inventory data compiled and maintained by A&S Computing, determinations will be made for replacement eligibility. Department Chairs and administrators, in consultation with their deskside service representative, will request the replacements through the annual budget process. Primary computers assigned to faculty and staff that are below the threshold will be strongly considered for replacement.
To obtain optimal pricing, computers will be ordered in bulk by A&S Computing. This approach allows for long-term viability and consistency 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 all computing devices purchased with university funds must be surrendered to A&S Computing. A purchasing option is available, though not recommended. University owned equipment cannot be gifted away.
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 secondary computers, shared generic departmental computers, laptops for department checkout, digital signage equipment, printers, or other peripherals. Replacements and repairs for these laptops, screens, printers, and peripherals are to be funded using departmental sources.
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 approximately 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.
Computer Return Upon Replacement
A condition of receiving a replacement computer is the surrender of the replaced (previous primary) computer to A&S Computing. These computers will be used at the discretion of A&S and may 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 preserve that machine’s data for a minimum of (2) weeks to ensure a successful transition. After that time, data is securely destroyed in alignment with Information Security practices before a computer is re-issued, de-provisioned, or otherwise leaves A&S IT custody. Faculty may request data be wiped on a more rapid timeline or make other retention requests on a case-by-case basis.
Option to Purchase Upon Leaving
In nearly all cases, it is most advantageous to both the individual and the University for computers to be returned to A&S IT before their final day employed in HR.
A&S Computing can assist in facilitating the personal purchase of a faculty or staff member’s computer upon leaving the University. A&S Computing will establish a buy-out price based on the current fair market value. Computers are sold “as-is”. Any additional hardware upgrades or peripherals will be an additional cost. Purchases are processed through the A&S Dean of Faculty Office.
All computers that are purchased must be wiped of all University software by A&S Computing and disenrolled from management. This ensures that the University maintains license and information security compliance. Please note that the university’s Microsoft licensing agreement might not allow ownership transfer for certain operating systems (like Windows). A&S Computing and Washington University hold no responsibility of any kind to the devices once ownership is transferred.
When a purchase is desired, the standard process requires that A&S Computing staff wipes all data, applications, and operating system information. The computer is reset back to a default or new user state before releasing the asset. If a nonstandard approach is desired and more staff time is required to assist with any sort of additional transition of data or applications, additional hourly charges may apply to offset the additional costs involved.