Centralized Funding Model for Computers FAQs

What faculty/staff computers will be included in centralized funding? 

• ITS will fund faculty/staff computers except in research-funded areas such as labs.

• ITS will replace one computer per faculty/staff member on a 6-year replacement cycle.

• ITS will replace most aging computers with standard computer configurations purchased in bulk orders and stocked by ITS.

What computers are not funded centrally? 

• Faculty/staff requiring their computer be replaced earlier than every 6 years will require an identified funding source.

• Faculty/staff requiring a special order to obtain a customization will require an identified funding source.

• Computers for RF-funded staff positions will require an identified funding source.
  
  

• Computers required for research labs or research grant commitments will require a departmental or research funding source.

What if I need an exception or customization to the standard configuration? 

• ITS will consult with you to understand your computing needs. Most faculty/staff needs, including some specialized job functions, can be accommodated with centrally funded computer configurations and peripherals purchased in bulk orders and stocked by ITS.

• Faculty/staff requiring a special order to obtain a customization need to provide a departmental or grant funding source for ITS to make that purchase.

What if I need multiple computers?

• ITS will fund one computer per faculty or staff.

• If you currently have a desktop and a laptop, ITS will replace with a laptop and monitor/docking station.

• If multiple computers are needed, departmental or research funds will be responsible for funding additional computers.

When filling a staff position, how will a computer be provided? 

• ITS will provide one computer.

• RF-funded staff positions will require a departmental or research funding source for the computer purchase.

How is a computer for new faculty provided?

• In cases where startup funds are provided, new faculty or their department should consult the Standard Computer Configurations and submit an ITS Service Desk Request for a new computer that will be re-charged to their startup funds. 

• For faculty positions that do not have startup funds, submit an ITS Service Desk Request for a computer funded by ITS.

• Computers currently assigned to adjuncts will also move to the centralized funding model.

What if there's a “generic” office computer that is used by several students or staff?

• In most cases, ITS will fund these computers.

Can I keep the old computer that ITS replaced? 

• ITS will require you to return the old computer when it is replaced with a new computer.  

• ITS will follow procedures to securely surplus or scrap all old computers.   

Will department conference room computers be included in centralized funding? 

• Yes, those computers are included. The funding source for AV components, peripherals, and other technology in the conference room remains unchanged.

Will department classroom and academic (non-research) lab computers be included in centralized funding? 

• Yes, those computers are included. The funding source for AV components, peripherals, and other technology in classrooms remains unchanged.

How will the University keep track of centrally funded vs. not centrally funded computers?

• ITS will maintain a complete inventory of all University computers regardless of funding source.

• ITS will purchase standard configuration computers in bulk to get the best volume discount.

• Even in cases where the computer is not centrally funded, ITS will provide a quote, receive the order, ensure the assets are tagged and enter the computer into the ITS-managed inventory.  The grant or departmental funding source will be charged-back or recharged for the purchase.  

• Computers to be purchased with RF funds will request a quote from ITS.

• ITS will securely surplus or scrap replaced computers with the Office of Asset Management.                                      

When will centralized replacement begin?

• As of late spring 2024, ITS will centrally fund any new or replacement Windows and Mac (if broken/inoperable) computers as described above. 

• The FY 2023-25 Faculty Staff Computer Upgrade Project will ensure all computers are Windows 11 compatible and are updated by fall 2025.  Replacing and upgrading Windows machines will be the priority of this project. Classrooms and Conference Room computers are also being replaced.

• Beginning FY 2025-26, ITS will have an annual process to fund and replace Windows and Mac computers over 6 years old, as described above.

• ITS will contact departments, schools, and colleges to make plans to replace older computers first to ensure they are in compliance with a supported operating system.