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Computer Lifecycle Replacement Program

In order to ensure that University personnel has access to current computing technology required to fulfill the responsibilities of their jobs, the “Computer Lifecycle Replacement Program” was instituted in 2003. The program provides for scheduled replacement of computers for full-time faculty, full-time staff, eligible permanent percentage of time staff, and computing laboratory facilities every 48 months.

Eligibility for the program is determined by the Information Technology Division’s Assistant Vice President of Technical Support Services in accordance with this policy which is reviewed annually by the Vice President of Information Technology in collaboration with the University’s Vice Presidents and Academic Deans.

Please Note: In an effort to conserve funds for this fiscal year, Information Technology has extended the term of computer leases that were scheduled to expire between January 2020 through June 30, 2021, from a four-year to a five-year term.  

Replacement Terms

  • Computers are typically replaced every four years (currently extended to five years), a duration that corresponds to industry benchmarks for the useful life of laptop and desktop computer systems.
  • Prior to the end of the typically 48-months (currently 60-months) term, those with a lifecycle program asset in their possession will be contacted by the IT Support Services Manager or local support tech team, via email, to select a replacement computer and to establish a date for the equipment exchange.
  • The Computer Lifecycle Replacement Program will cover normal wear and tear replacement during the entirety of the lease (typically 48-months, currently 60-months).
  • Personnel working in fee or revenue-producing programs are eligible to participate in the Computer Lifecycle Replacement Program provided the revenue generated by the program supports the acquisition of the equipment for the entire duration of the lease term.
  • All program equipment (including cables, mouse, keyboard, and other items delivered with the computer) must be returned to the University. There is no option to purchase Lifecycle Replacement Program computers.
  • Personnel working on grants may participate in the Computer Lifecycle Replacement Program provided the grant stipulates that the acquisition of computer equipment is covered under the grant and that the grant covers the entire cost of equipment obtained.
  • Replacement of computers is subject to available funding.

User Responsibility

University personnel is expected to exercise care to assure against theft and damage of equipment provided to them. In situations where negligence or violations of this policy result in damage or loss of equipment, the cost for its repair or replacement will be the responsibility of the employee. Negligence is determined by the lease vendor.

Equipment is provided to University personnel exclusively for their use. Its use by others is prohibited except for occasional use by other University personnel who are eligible to participate in the Lifecycle Replacement Program. In certain instances, the equipment can be reallocated to another employee at the University but only with the prior documented permission of the Assistant Vice President of Technical Support Services.

Upon separation from the University, for any reason, the Lifecycle Program equipment must be returned to either the IT Service Desk or the local technology support team in the Academic Unit.

It is prohibited to affix stickers, adornments, or to alter anything on the body of the equipment that could affect the value of the machine when it is returned to the leasing vendors.

Replacement Policies

In order to contain costs and realize maintenance and support efficiencies, the University community is provided with a list of approved computer systems from which to choose. The equipment standards are developed by an ad hoc committee recruited by the Vice President for Information Technology from among the various administrative and academic units that comprise the University. The Committee is charged to review the hardware options available in relation to campus needs and to recommend specific hardware configurations that best meet the features and functionality requirements of the University overall.

Default Equipment

The default computer platform for the Computer Lifecycle Replacement Program is one PC (Windows) laptop or desktop listed among the standard computer configurations. Please refer to our computer configurations for a listing of approved configurations.

Exceptions to the Standard Build and Configurations

Please see the following processes:

Quarterly Non-default Workstation Inventories

On a quarterly basis, IT will distribute inventories of non-default (Apple or Advanced Dell) workstations assigned to individuals along with upcoming lease renewal dates, to the Deans, Vice Presidents and Technology Directors/Coordinators for their future reference when reviewing requests for non-default workstations.

Replacement Process

In order to request replacement equipment as part of the Computer Lifecycle Replacement Program, you must log into ServiceNow (SNOW) Self-Service portal that can be found at  You can request a replacement up to sixty (60) days before the equipment is due back to the leasing company.

  • Select Hardware Request and then follow the prompts to request a replacement device.

Once your request has been submitted, it will be reviewed by Information Technology or your local technology team.  Once approved then the process to replace will begin for replacement.

Requests for Non-default Workstations (Advanced or Higher Windows Machines, Apple Equipment) will require a submitted justification, approval from your local tech teams or Assistant Vice President, approval from the Dean or Division Vice President.

Request for a Non-Default Workstation