Purpose

To ensure all staff have reliable, secure, and up-to-date computing equipment, IT manages a standard 5-year replacement cycle for all staff primary computers.  Student workstations are not included in the cycle and requests for student workstations will be met by returned staff computers or departmental purchases. Faculty primary computer replacements are managed by Educational Technology. 

Policy Overview

• Replacement Cycle: All staff primary computers will be replaced every five (5) years.  Peripherals including keyboards, mouse units and monitors will be replaced as necessary.
• Computer Assignment: The IT Department will determine the appropriate computer model and specifications based on the staff member’s role and computing needs.
• Appeal Process: Staff who believe their assigned computer does not meet their performance needs may submit an appeal for a higher-specification device. Appeals will be reviewed by IT based on documented business requirements.
• Return of Replaced Equipment: All replaced computers must be returned to IT. These devices will be securely wiped and either reassigned for secondary use or disposed of in accordance with organizational and environmental standards.

Appeal Process

When you receive notification for computer upgrade and proposed hardware, you have one week to submit an appeal to IT. 

1. Send email to the Helpdesk (* helpdesk@wooster.edu *) including:
   1. A justification outlining the limitations of the proposed device.
   2. What specific job functions require a higher performance computer and how often you perform these functions.
   3. Proposed device and specifications if known.
   4. Support from your supervisor.
2. IT will review the request, reach out to discuss the appeal, and respond with a decision within one week.

Disposal and Reassignment

• Returned computers will be evaluated for potential reassignment within the organization.
• Devices not suitable for reassignment will be securely wiped and disposed of following best practices and environmental regulations.

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Frequently Asked Questions (FAQ)

Q: How will I know when my computer is due for replacement?
A: IT will notify you approximately 60 days before your scheduled replacement.

Q: Can I choose the brand or model of my new computer?
A: No. IT selects models based on standardized configurations to ensure compatibility, supportability, and cost-effectiveness.

Q: What if I need a more powerful computer than what I was assigned?
A: You may submit an appeal through the Helpdesk.

1. Send email to the Helpdesk (* helpdesk@wooster.edu *) including:
   1. Justification outlining the performance limitations of the proposed device.
   1. What specific job functions require a higher performance computer and how often you perform these functions.
   1. Proposed device and specifications if known.
   1. Support from your supervisor.
2. IT will review the request, reach out to discuss the appeal, and respond with a decision within one week.

Q: Does this centralized process also apply to department-specific computers, such as those used for statistics, streaming, or other specialized functions?

A: The process is intended to put all staff computers on a replacement cycle; this would not include special purpose machines.

Q: What about departments who have endowed funds which they were planning to use for staff computers?

A: When staff computers are budgeted centrally, the departments could use those funds elsewhere, or necessary computers that are not assigned to a staff member.

Q: What happens to my old computer?
A: It must be returned to IT. It will either be cleansed and reassigned for internal use or securely disposed of.

Q: Who do I contact with questions about this policy or the replacement process?
A: Please contact the Helpdesk by emailing helpdesk@wooster.edu.