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Computer and Peripheral Lifecycle Procedure

All college-owned computers must be purchased by ITS, even if entirely funded by a department or research account. This is so that we can ensure a proper inventory, take advantage of bulk-purchasing rates, set up security and other software properly, ensure that we can support the computer, etc.

  • Employees may purchase peripherals (monitors, mice, keyboards, speakers, etc.) directly using a college p-card, though ITS is happy to consult about those and/or do the purchase and charge the specified budget code.
  • All computers purchased with college funds (including research funds, department funds, etc.) are the property of Colorado College

ITS provides 1 standard primary computer per employeeWe maintain an inventory of college-owned computers and will proactively reach out to each employee when it is approaching time to replace the computer. Feel free to check with us at any time about how close your lifecycle is as well.

  • Employee primary computers are replaced every 5 years
  • Student worker computers are replaced every 6 years
  • Public lab computers are replaced every 5 years
  • All computers not in the above categories must be replaced from a different funding source (including research / department lab computers, "floating" department computers, etc.)
  • ITS will only pay for the computer itself, not for peripherals (monitors, docks, keyboards, mice). Those items must be purchased from a different funding source.
    • Note that in some cases, ITS may provide new monitors as part of a lifecycle replacement but it depends on several factors such as the availability of funds and the state of the old monitor.

When the time comes to replace an employee primary computer, ITS will reach out to that employee and consult about what will work best for their needs (Mac / PC / laptop / desktop). ITS will pay for a standard computer; if the employee wants increased specifications or a custom model, ITS will purchase it for them and will charge any amount above the standard values to the appropriate budget code.

When a computer is replaced, ITS will keep the hard drive of the old computer intact for at least 2 weeks before wiping it to repurpose, recycle, etc.

Employees cannot keep their old primary computer when it is replaced by a new computer.

  • If the computer was purchased entirely from a different funding source, the employee can keep it since ITS funding was not involved.

In the event of a net-new position, the department must "buy in" to the LCR program by paying the entire initial cost of the primary computer for that employee. ITS will pick up the replacement cost in the future.

If a Colorado College-owned computer is lost, stolen, or accidentally damaged, the cost of replacement or repair will need to be charged to a department / research account in most cases.

Report an issue - Last updated: 01/08/2021