University of Lynchburg Workstation, Laptop, Accessories Replacement/Purchase Policy

Realizing that technology is an integral part of the University’s mission, Information Technology and Resources (ITR) has developed the following policy to ensure that computers on campus are kept up-to-date and University resources are used efficiently and effectively.

I.  Office Computers

ITR will provide one Windows or Mac laptop computer system for each full-time staff/faculty member and maintain it in full working condition until it is eligible for replacement or is damaged beyond repair.

All upgrades will assume the current standard model (which will change each year and is determined by the Manger of User Support). If there is documented just cause for the purchase of a workstation different from the standard model, the requestor must provide justification as well as a sign-off from his/her department director or chair. Expenses higher than standard dollars will need to be supplemented by department funds.

When the laptop option is chosen, ITR will buy the laptop and, upon request, provide a keyboard and mouse. Any other accessories i.e. bags, docking stations, additional memory, additional power adapters, monitors, etc. must be purchased using department funds.

1.  Faculty

New full-time faculty will receive a new either a Windows and Mac laptop, along with a docking station and two monitors. 

New, regular part-time faculty will receive a used, 2-3 year old Windows computer station in excellent working condition. 

ITR is not required to provide a computer work station for adjunct faculty. If the department wishes adjunct faculty to have a machine, it must be purchased with departmental funds. These systems will not be a part of the upgrade cycle.

2.  Staff

New staff will use the workstation used by their predecessor. This machine will be upgraded on the normal rotating schedule outlined above. If a new staff position is created, the department must fund the cost of the initial computer/laptop setup for the new position.

3.  Student Use Computers

Computers for student employees must be purchased by the department. ITR will provide a lower-cost alternative for these systems. These systems will not be a part of the upgrade cycle.

II.  Lab/Classroom Computers and Printers

Computer Lab and Classroom computers will be eligible to be refreshed every four to five years.

Computer Lab printers will be replaced as needed.

III.  Software

All computers will come with Microsoft Office, anti-virus software and various browsers installed. Additional software desired must be requested in writing (e-mail or via the ticketing system). If the University owns licenses for the requested software, it will be installed. If not, the requested software must be purchased with departmental funds.

IV.  Printers and other Accessories

Most office areas are served by Konica Copiers If a faculty or staff member wants a personal printer (laser or inkjet) for their office, it must be purchased using departmental funds after being approved by the IT Department. These personal printers will not be on an upgrade cycle, and will only be replaced upon request using departmental funds.

Additional equipment other than a faculty/staff member’s primary computer, like second monitors, scanners, etc. are not a part of the standard upgrade cycle, thus must be funded using departmental funds.

Upgrade Cycle for ITR Provided Workstation Options

Full time Faculty/Staff Windows workstations and laptops will be eligible to be replaced every five years.  Full time Faculty/Staff Mac OS workstations and laptops will be eligible to be replaced every six years.

Note that this time frame can be overruled at the discretion of the Manger of User Support.

If a request is made to replace or upgrade a full time faculty/staff workstation/laptop before the requisite five years for Windows and six years for MacOS, the requestor’s department or program will have to fully fund the replacement and the replaced workstation returns to ITR inventory.

If a request is made to switch a workstation type when it is eligible for replacement, the requestor’s department or program will have to fund the difference in price between the station requested and the current standard system being offered by ITR.

If a non-standard workstation upgrade is requested, ITR will contribute pro-rated funding based on the fair market value of the current standard configuration and the age of the existing workstation. The remainder of the upgrade cost must be funded by other means.

Revised 11/2024