Hardware Replacement Policy

(Note: Italicized text reflects changes from the latest revision)

1.0 Overview

College-owned individual-use computers are “generally” replaced every four years, and classroom computers every five years. This is done for several reasons: to provide community members with the current operating systems and sufficient power for the latest software applications; to protect our campus network by updating the security protections that come with more recent operating systems; and to maintain a reasonable number of hardware configurations that can be well supported by limited staff.

VoIP (Voice over IP) phones are generally replaced every six to eight years or sooner if the service provider such as Zoom mandates an upgrade.
 

2.0 Purpose

The purpose of this policy is to establish guidelines for the replacement of all College-owned hardware, outline LTS recommendations for standard configurations, and establish responsibilities for departments wishing to exceed those configurations.
 

3.0 Scope

This policy applies to all Wellesley College-owned individual-use computers, including desktop and laptop computers, in use by faculty and administrative staff (working a minimum of .5 FTE for 9 months or more in a year), and shared department computers for use by temporary help (student employees, temporary employees, or teaching assistants).
 

4.0 Policy

Library & Technology Services (LTS) has made the information regarding when computers are due for replacement available as self service. Employees have the ability to look up their information in Workday and submit a request for replacement if they are eligible for replacement (i.e. date of replacement has been reached or passed). Eligibility does not guarantee replacement.

Individuals will be given an option to request delaying their replacement by no more than one year. This extension will be approved if the computer meets the needs of the individual for another year, and if the operating system and other software will be supported for another year.

The plan will take into consideration the budget constraints and the academic cycles of various academic and administrative departments to schedule the purchase and replacement of hardware. LTS staff will contact the individual in advance of replacement for consultation, scheduling and training.

LTS will assist in transferring all the data from the old computer to the new one. We will not be able to assist in selectively transferring data or any cleanup, which will be the responsibility of the user. The new computer will have all College supported software. If a user needs to install additional software not supported by the College, it is the user’s responsibility to install them. In many cases they require license keys or serial numbers which we do not have access to. If the user encounters issues installing the software, they can write to the Helpdesk and we may be able to assist.

LTS will collect the old computer at the time of installation of the new computer. In special cases, approval may be granted to extend the users’ possession of the old computer for an agreed upon time period. It is then the responsibility of the user to return the computer to the LTS Helpdesk. LTS will hold on to the old computer for a week before officially disposing.

LTS maintains customized software images for the following standard hardware that we purchase. This list undergoes changes often and we encourage everyone to look here for the current information.

http://www.wellesley.edu/lts/techsupport/configurations

The standard issued LTS provided computer is a Mac or Windows laptop. In addition, LTS can recommend advanced configurations for both Windows and Mac computers, if requested. If a faculty or staff member eligible for replacement needs an advanced configuration, they are eligible for an allowance equal to the price of a standard computer they would have received.The faculty or staff member would identify the funding source for the difference.

If a faculty or staff member wants to purchase additional hardware, they are required to identify funding for such purchases. Such hardware will be identified in the inventory separately and will not be eligible for replacement through this program.

LTS will not be responsible for supporting any machines that a faculty or staff member purchases that are not on the list of approved configurations. However, LTS will be happy to refer the faculty or staff member to contact other professionals to diagnose and fix problems.
 

Employee Departures

  • When a faculty member leaves the College, their computer will be returned to LTS. It will be reimaged and will be included in the distribution pool for new faculty and staff based on the age of the computer and supportability.
  • When an administrative staff member leaves, their computer will be returned to LTS. It will be handed over to the new employee who replaces them, as long as the computer is usable and is within 6 months from the replacement date. Otherwise, LTS will provide a new computer to the new employee and will transfer all files from the older computer.
  • If the administrative staff position is not going to be replaced, LTS will reimage the computer and include it in the distribution pool. Note that the Code 42/Crashplan backup of the departed employee’s computer will be retained for 12 months unless the manager requests retention of the backup for a longer period.
     

Newly-hired faculty

Each new qualifying faculty member will be provided with a standard Mac or Windows laptop at the beginning of their first year and this laptop will be eligible for replacement after 4-5 years.
 

Current faculty

All tenured, tenure-track, ISLs, PERA professors of the practice, and lecturers on continuing appointments are eligible for a standard Windows or Mac laptop when their existing computers are due for replacement.
 

Leave replacement faculty

Leave replacement faculty are eligible for a computer. LTS will provide a temporary computer for the leave replacement faculty.
 

Part-time faculty

Faculty working part-time are eligible for a computer.
 

Permanent administrative staff of .5 FTE or greater

All administrative staff working a minimum of .5 FTE for 9 months or more in a year are eligible for a standard LTS computer. If a department needs an advanced configuration, with LTS approval, the department is required to cover the difference in cost over the base standard price.
 

Shared Computers

There are many offices that require additional computers for their student employees, temporary employees, or teaching assistants. LTS will assess the need in these areas and provide the minimum number of shared computers. LTS will manage these requests by issuing a standard cycle computer or a viable used computer based on criteria.
 

Donated Computers

LTS reviews desktops to determine if they are still usable for basic computing purposes (e.g., editing documents, web viewing, etc.) LTS has a process for receiving requests for donations to charitable organizations and for student projects. Once a computer is donated, LTS is no longer responsible for repairing the equipment. This includes upgrades and repairs to the operating system and hardware. In good faith, LTS will remove all College-licensed software and the operating system from the computers to be donated. The person(s) receiving the donated computers will be responsible for installing their licensed copy of the operating system and other software. LTS staff may assist with the operating system installation but not any other installations.
 

VoIP Phones

Use of a VoIP phone number does not require a physical phone. Calls can be placed and received using VoIP software on laptops, on desktops, or on smartphones.

Physical phones will be allocated based on the following criteria:

  • Service desks
  • Safety phones in a lab or classroom
  • Faculty or staff has a desktop computer without a microphone
  • Faculty or staff share an office space or work in open cubicles
  • Faculty or staff has regular private conversations about sensitive matters

For those who qualify for a physical phone, LTS will provide an option for a basic headset in lieu of a phone and replace it every ~3 years, as appropriate.
 

Damage to Equipment

Faculty & Staff who receive a College owned device (such as a computer, laptop, or phone) are expected to return it to LTS at the end of its life cycle. In the event a college provided device (e.g. computer, phone, headset) is damaged (e.g., water spilled on laptop), the department will be responsible for the repair or replacement of the device. In these cases, LTS will provide the most cost-effective solution taking into consideration factors such as the age of the device and the extent of the damage.
 

Loss of Equipment

If the equipment is lost it should be reported to the Campus Police immediately and LTS will find an appropriate replacement computer for the faculty or staff who lost the computer and the faculty or staff member’s department is responsible for the cost of replacing the equipment with an appropriate device.
 

5.0 Effective Date

This policy is effective as of Jun 1, 2023.