Computer Replacement Program

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 modern computing environment for faculty and staff on campus while ensuring that the pool of computers in service remains 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 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 IT, 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 IT. 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 IT. University owned equipment cannot be gifted away, sold, or donated.   
 

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 Timeline

A&S periodically offers replacement of primary computers based on its age, capabilities, security reasons, and budgetary availability. Replacements is available 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 Angela Jeremias and Ken Keller.  
 

Computer Return Upon Replacement - other terms and conditions

A condition of receiving a replacement computer is the surrender of the replaced (previous primary) computer to A&S IT. 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.  

Computers must be identified and recorded in the A&S IT inventory system to be eligible and a complete per user computer inventory verification is performed in conjunction with a department's A&S IT deskside service rep prior to replacement. 

When replacing a faculty or staff computer, A&S IT 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 - discontinued

The option to purchase computers upon leaving A&S has been discontinued. All technology from any WashU funding sources must be returned to A&S prior to the final day of employment. Exception requests to this policy can be sent to Ken Keller. 

All computers of any WashU funding source reaching end of usable life are to be returned to A&S IT for proper record keeping, information security practices, and e-waste disposal that meets all WashU practices and policies. 

 

What kind of computers are available?

Standard Configuration

A&S IT will establish standard configurations on an annual basis. Any upgrades or customization to the hardware configuration beyond the scope of the standard configuration will be charged to the requesting department.  

Two standard configurations are established each year and are referenced in the budgeting process as Tier 1 and Tier 2. Some examples of the difference between Tier 1 and Tier 2:  Tier 1 computers may include new peripherals like monitors, docks, and keyboards/mice. A&S IT will attempt to reuse existing peripherals on Tier 2 deployments. Tier 1 computers may have additional memory, processing cores, or storage for increased capability.

Tier 1 is generally configured for faculty research and teaching activities, technically demanding staff positions, or instructional computing areas.

Tier 2 is generally configured for administrative and general computing needs. Departments can opt to upgrade a Tier 2 machine to a Tier 1 standard or a custom order by adding departmental funds.  

In most cases, Emeriti are not covered by this process.  

A choice of Windows or Apple will be available for both tiers.  

Exceptions to the Tier 1 and Tier 2 assignments are made on a case-by-case basis and consider the computing needs of the user, use type, and available budget.  


Computer Swap Pool

A&S IT maintains a pool of refurbished computers, monitors, keyboards, and mice.  These refurbished computers, or swaps, are used to upgrade student workers’ computers, outdated research computers, general department use computers, etc.  Departments can request swaps through the annual budget process. These computers are often 5-9 years old, but still remain capable. 


New Faculty & Staff Hires

New tenured or tenure track faculty should purchase their initial technology needs, including their first primary WU-owned computer, from their startup funds to be on track for future eligibility. This computer order should be facilitated by A&S IT to ensure compliance with all University practices and it is required to record the device within computer inventory. 

For others (e.g. new adjunct, lecturer, staff person, or post doc), who fill a pre-existing position, A&S assumes the computer used by the former occupant of that position will be used. The computer will be returned to A&S IT to be wiped of previous data and the computer will be reloaded for the new person. To avoid delays, notify A&S IT at least 2 weeks prior to start date. For fully new positions, or if the department desires their new hire to have a new computer before scheduled replacement, the department must provide the entire purchase cost of the new equipment or request a refurbished 'swap' computer.    

Conference Room Audio/Visual Upgrades

Departments, Centers, and Programs can request audio/visual component replacement or upgrade for conference rooms or department-owned classrooms.  A/V components are on a 6-10 year cycle depending on the component.  

If the request is approved, A&S will cost share the replacement or upgrade costs with the department based on usage patterns that include: percentage of time room is in use; type of usage; and ability of other A&S departments to utilize the room.  

The following can be used a guideline to determine the maximum level of cost share A&S will provide:  

  • Room dedicated to undergraduate courses:  100%  

  • Room dedicated to undergraduate and graduate courses: 75%  

  • Mix-use room comprising of courses and department administrative activities like meetings or job talks:  50%  

  • Room primarily used for administrative activities with an occasional course:  25%  

  • Room used for administrative activities only:  0%  

These are the MAX contributions. Actual funding levels will adjust based on available annual budget.