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Computer and Peripheral Lifecycle Procedure

Colorado College supports a four-to-five-year lifecycle replacement of all essential computers for staff and faculty.  ITS: will review the college-wide inventory on a regular basis and contact users directly when their computers are due for replacement.  This will not be tied to the capital equipment request process.

ITS: no longer supports a cascade program.  When a computer has reached the end of its lifecycle – specifically when it is approximately 4 to 5 years old – that computer will be replaced with a new one. The old computer will be returned to ITS:, and its hard drive will be wiped clean or destroyed. It will be donated or recycled. Note: We will keep a copy of your user profile for two weeks after deployment, and then it will be deleted.

It is vital to keep the computer inventory for the college at an optimal level, as follows:

  • The central lifecycle replacement (LCR) fund provides one standard computer per employee.  Employees who run resource intensive applications may request more expensive hardware.
  • The ITS: master inventory notes which machines are eligible to be replaced from the LCR fund
    • Due to limited funds, ITS: can only replace one computer (either a desktop or laptop/tablet) per employee from the LCR fund.  ITS: can purchase additional computers for employees if those employees have their own research or department funding.
    • ITS-owned and managed computer labs are also covered by the LCR fund.
    • Peripherals or other non-computer equipment (laptop docks, adapters, external CD/DVD drives, USB hubs, printers, scanners, etc.) are funded from the department unless that equipment is owned and managed by ITS: (e.g., all Managed Print printers are part of the ITS: LCR inventory).
      • Monitors will be replaced using the LCR fund only when old monitors are failing.  Replacement monitors will measure 24” or less, unless departments wish to purchase larger monitors using their own funds.
  • Net new computer additions to the inventory (including for new employees) must initially be paid out of the department’s funding.  ITS:, after notifying the Budget Office and receiving a corresponding increase to the central LCR fund, will purchase future standard lifecycle replacements from the LCR fund provided those net new additions meet the criterion above (one computer per employee or an ITS:-owned lab computer). Upgraded computer expenses above and beyond the standard specs will be covered by the department or research funds.
  • Grant-, startup-, and research-funded computers will not be added to the LCR inventory. Department-funded computers for new employees will be added to LCR; all other department-funded computers will not be added to the LCR inventory. All areas purchasing additional machines (beyond one per employee) must pay for lifecycle replacement from their own budgets.
  • LCR for computers running lab or other equipment will be determined on a case-by-case basis.
  • Student workers and other temporary staff should share computers whenever possible, rather than having dedicated computers.  When this is not possible, departments must fund the first computer purchase, and ITS: will add those machines to the LCR inventory.
  • ITS: and the Library maintain loaner laptops.  The LCR pool does not fund shared laptops in departments, as those departments can check out a laptop from ITS: or the Library when needed.
    • Computers for visiting professors should be checked out of the Frontline Services AV window.  ITS: manages those computers and will retrieve them at the end of the visitors’ terms.
  • During the life of the computer, ITS: will cover any internal battery replacements and external battery replacements within the first three years after deployment. If an external battery replacement is needed after three years, the department will cover the costs. 
  • If a college employee accidentally damages equipment, that employee’s department must pay for the repair.  ITS: does not have a budget for accidental damage, theft, or loss, and we do not purchase warranties covering such damage, theft, or loss.  We can help departments consult with the Finance Office if they need funds for repairs or replacement.
  • College-owned computers, even those being removed from the inventory, are not available for resale, whether to employees or anyone else. (Colorado College's Cabinet made this decision in January 2015.)

Once the old computer has been returned to ITS: and taken out of the inventory. Its hard drive is erased or destroyed, and it is placed in our donation/recycling program. The college’s priorities are as follows:

  1. donation to non-profit educational institutions (K-12);
  2. donation to other non-profit organizations;
  3. recycling by an environmentally responsible company.
    1. Note: Electronic equipment in Colorado College’s recycle/trash pile is available to students, staff, and faculty, as needed.  Since that equipment was intended to be destroyed, it carries no support, and the college holds no liability for its use.  Students or employees needing to-be-recycled equipment should contact the ITS: Solutions Center.

Colorado College does not support, maintain, or retain any responsibility whatsoever for any equipment that has been donated via our donation program or placed in our to-be-recycled pile.

719.389.6449 (during business hours)
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