VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U009

The IT Department will review the purchase request. • If after reviewing the appropriate prior approvals, the Vice President for IT approves the purchase, the employee must then submit the VCOM Purchase Request and Reimbursement Approval Form to their Direct Supervisor for final approval. • If the Vice President for IT does not approve the purchase, they will provide the rationale and will work with the employee to explore other options. HARDWARE REPLACEMENT CYCLE The planned replacement cycle for primary computers is 4-5 years, though IT staff may evaluate individual requests and recommend alternatives such as upgrading key components or deferring replacement for an additional year when appropriate. Computers that are part of the IT computer replacement cycle will be replaced with a new standard computer. For computers managed by IT in classrooms and teaching labs, the planned replacement cycle is 5 years. IT does not replace secondary computers or secondary hardware, including those used in faculty research labs. The responsibility for funding and planning the replacement of these devices rests with the managing department or project, and such costs should be incorporated into departmental or grant budgets. Since required computer accessories such as adaptors, docking stations, monitors, keyboards, and mice typically have a useful life longer than four years, they do not need to be replaced every time a desktop computer is replaced. IT support technicians will advise when a required computer accessory genuinely requires replacement. 5.1 HARDWARE REPLACEMENT RETURN PROCESS When a replacement computer or other hardware has been issued and data migration is complete, the previously assigned device must be returned to IT. Faculty and staff may request up to a two week transition period to move from their old computer to their new primary computer by submitting a request through an IT help desk ticket, after which the replaced computer must be returned to the IT department. 6. DIAGNOSTIC AND REPAIR SERVICES FOR VCOM - ISSUED HARDWARE IT provides on-campus hardware diagnostics and repair services, both warranty and non-warranty, for VCOM-issued hardware throughout their supported lifecycle. IT support technicians leverage their expertise to diagnose hardware issues and collaborate with manufacturers to ensure efficient and timely repairs. If a repair is determined to cost more than the value of the device, an early replacement may be approved, adjusting the standard 4–5-year replacement cycle based on the computer's original deployment date. IT funding does not cover liquid damage or repairs resulting from physical or accidental damage; these costs must be paid by the department or in some cases, depending on history, by the employee. IT staff may have limited ability to provide support for secondary devices, as they fall outside the standard lifecycle and support model and may involve specialized equipment that requires expertise or vendor resources beyond IT’s scope. 7. DISPOSITION / RETIREMENT OF COMPUTER EQUIPMENT VCOM IT does not support or service desktop and laptop computers that are more than 7 years old, and devices beyond this age may also have their access to the campus network restricted. The expected useful life of VCOM-issued computers is 7 years or less, after which hardware performance declines, 5.

VCOM Computer and Hardware Acquisition and Replacement Policy

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