Academic Desktop Computing Replacement Plan

General Plan
Every four years, a department will be upgraded with new standard computers, printers, and software. That year will be considered Year 1. After Year 1, the department may submit requests two years later for upgrades, new computers, additional peripherals, or software. All scheduled requests, i.e., requests that are submitted as part of the Replacement Plan, regardless of year, must be submitted as a department. Any requests submitted by individuals will be considered out-of-cycle requests.

The Replacement Plan is for desktop computing equipment only, not for faculty/student research equipment, nor does the plan address classroom, teaching and open access computing facilities.

Year 1

All full-time faculty and staff will automatically receive the standard new desktop machine and all departmental network printers will be replaced. Computers will be replaced with a like platform, e.g., Mac for Mac, unless otherwise requested. During the spring of Year 1, a request form will be sent to all academic departments, in which the department will be informed of the expected standard configurations for Windows computers, Macintoshes, workstations, printers, and accompanying software. Any requirements beyond the standard configuration must be submitted on the departmental request form. This includes more memory, larger hard drives, new peripherals, software, etc. If no request is submitted, each full-time faculty and staff will receive the standard computer for that year. Where possible, desktop computers for retirees, faculty associates, and adjuncts will be replaced with redeployed equipment.
It is very important that faculty plan ahead and attempt to request equipment that, as best as can be determined, will last for four years. At a minimum, faculty need to request computer hardware that will last at least two years without upgrades or additional peripherals, as little funding is available for upgrades in Year 2.
Replacement of existing peripherals and other special equipment will be evaluated on an individual basis. Justification will need to be provided if replacement for such equipment is requested.
Any individual may choose to not receive a new computer, with the understanding that a request to replace the current computer may not be submitted until Year 3, two years later.

Year 2

Requests to fulfill emergency requirements may be submitted, but must be very well justified, as funds for Year 2 are extremely limited. Department Chairs will be asked to justify all requests.

Year 3

Requests for memory, hard drives, other upgrades, software, or additional peripherals may be submitted. Some faculty need to keep abreast with the latest technology necessitating requests for new computers. However, requests for new equipment must be well justified as the resources for such equipment are minimal.
It is very important that faculty plan ahead and attempt to request any necessary upgrades, peripherals, or other computing equipment that will be needed in the next two years. Existing computing equipment should be augmented, if necessary, to last until the next new computer arrives in two years.

Year 4

Requests to fulfill emergency requirements may be submitted, but must be very well justified. Funding for requests in Year 4 is extremely minimal because it is expected that faculty plan ahead in Year 3. Department Chairs will be asked to justify all requests.