Computer Replacement

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The College has established a central budget and procedures for the regular replacement of desktop and laptop computers for faculty and staff. The budget is also intended to replace printers and some peripheral devices. This document describes the policies and process for the implementation of these upgrades, and provides information regarding how individuals should go about making their computer needs known.

Some history

In the 1997-1998 academic year, both the General Faculty Educational Technology Committee and the Information Technology Policy Committee endorsed a College-wide plan to upgrade "desktop" computers on a regular cycle. In the spring of 1999, this plan was formally funded for the 1999-2000 academic year.

Policies/guidelines for hardware replacements and upgrades

1. The replacement budget will reside within CIT budgets and "rollover" each fiscal year. Some administrative units may determine that additional equipment is needed outside of this process and may purchase hardware or software at their discretion.

2. The Director of Information Technology will be the final arbitrator of expenditures from the replacement budget. Input to CIT about purchase decisions will be provided by departmental and divisional administrators. Decisions will take into account existing inventory, available budget, and justification for upgrades.

Replacement computers may be requested at any time by filling out the appropriate forms. See the Staff Computer Requests page for details and a link to the request form.

Requests for small upgrades, such as additional memory, or system upgrades, may be filled at any time to CIT.

To ensure that all upgrades funded by the replacement budget are properly accounted for and tracked, all upgrade requests need to be sent to Client Services using the above-referenced form.

3. Computers are replaced when they are no longer able to perform their essential job functions. The replacement cycle averages 5 to 6 years, but budget constraints may sometimes require the average replacement timeframe to be stretched. RAM or other upgrades may be used to extend the life of a computer.

4. The central replacement budget will fund only one computer (desktop or laptop) per faculty or staff member (minimum half-time workers only). When a laptop computer is provided from the replacement budget, it can normally include an external wired or wireless keyboard, external wireless mouse, 24-inch external monitor and needed adapters (external video adapters, USB adapters, etc) A carrying case will be provided for laptops.

5. Monochrome networked printers will be provided for shared use in a department. Printers, scanners and similar equipment will not normally be provided for individuals. Where a department is serviced by a networked multi-function printer/copier/scanner, a networked printer will not be provided.

6. Equipment purchased or replaced by the replacement budget is the property of the institution, not of the department or individual, and may be reassigned by CIT as needed. If the department wishes to keep the old equipment for other uses, a request must be made in writing.

7. There may be some "trickle down" machines used in faculty and staff offices. In some cases, older machines may also be used for student employees or other uses, but they will not be considered as part of the regular replacement cycle.

8. Both departmental and public student labs will be upgraded every 5 to 6 years, as determined by need and budget. CIT will determine these upgrades in consultation with the GF Educational Technology Committee and users (students, faculty, and staff) of the facilities.

9. Standard configurations for computers will be determined on a regular basis. Current Standards models include:



13-inch MacBook Pro without Touchbar 2.3GHz dual-core Intel Core i5  Turbo Boost up to 3.6GHz 16 GB 2133MHz memory 256GB SSD Storage Intel Iris Plus Graphics 640 Two Thunderbolt 3 ports 


HP Elitebook 840 G3 (14-inch screen) 2.3GHz dual-core Intel i5 16 GB Memory 256GB SSD 14” 1920x1080 Display  Intel HD Graphics 520 


HP Elitebook 850 G3 (15-inch screen) 2.3GHz dual-core Intel i5 16GB Memory 256GB SSD 15.6” 1920x1080 Display Intel HD Graphics 520 

Additional accessories can include: an external wired or wireless keyboard, external wireless mouse, 24-inch external monitor and adapters (external video adapters, USB adapters, etc)



21 inch iMac 16 gb memory and 256 GB SSD Hard drive wireless keyboard, wireless mouse


HP Elite Desk 800 Small Form Factor  3.4GHz quad-core Intel i7  16GB Memory 256GB SSD Intel HD Graphics 530  24 Inch Asus external Monitor wired keyboard, wired mouse

Policies/guidelines for software provisions and upgrades

1. Standard software configurations will be determined, modified, and publicized on a regular basis. Each faculty/staff workstation, either desktop or laptop, will be provided the standard configuration at the time of installation. Upgrades to the standard software may be requested when appropriate.

The current configuration includes the Microsoft Office Suite for Macs and PCs, Apple iWork and iLife for Macs, virus detection software, web browsers and centralized backup software. Adobe Creative Suite software is available by request.

2. Faculty who need specialized curricular or research software installed on their computers should make these needs known at the time of their request, with an explanation. These requests are considered on a case-by-case basis, in consultation with the appropriate Associate Dean. The replacement budget will fund these purchases only when funding permits. Expensive and/or limited use software should be purchased using other budgetary sources.

User Responsibilities

Faculty and staff are responsible for taking normal and reasonable precautions in using, caring for and securing all College-owned equipment. Any damage or loss MUST be reported immediately to the Center for Information Technology. The College does not provide insurance on this equipment and the user will be held responsible for any damage or loss due to neglect. On departure from the College, all technology-related items must be returned to CIT.