Computer Replacement Policy (C-56)
Original Implementation: January 30, 2007
Last Revision: July 20, 2010
To establish a policy for replacing university personal computers on a regular basis. This policy complies with standards issued by the Texas Department of Information Resources (DIR).
- The university will replace computers on a four-year cycle. The four year cycle may be deferred for additional years as needed due to budget constraints or administrative discretion. Any computers replaced during the deferment period will still be subject to the replacement requirements of this policy.
- Both desktop and laptop computers are included wherever they may be used – office, classrooms, and laboratory. Organizational units are encouraged to replace monitors and speakers less frequently than every four years.
- Base hardware configurations for desktop CPU units and laptop / tablet computers will be specified. The university’s goal is to provide computers that will perform robustly over their life-cycle. These configurations will constitute the minimally acceptable computers for all purchases. No personal computers with hardware capabilities less than the base configurations may be purchased regardless of source of funds, unless approved as an exception by the provost/vice president of academic affairs. The configurations of the base machines will be reviewed at least annually.
- The base hardware configurations will be the basis for PC brand selection and best value negotiations with prospective vendors for both Macintosh computers and PCs.
- The approved replacement computer brands will be ordered from the approved vendor(s) unless an exception is allowed by the provost/vice president of academic affairs. Dedicated university replacement funds will support replacement costs to the level of the least expensive base machine. Additional costs, including those for enhancements beyond a base hardware configuration, will be borne by the organizational unit. However, any computers replaced during the deferment period must be funded in full by the organizational unit.
- If the computers being replaced are high performance workstations, the capabilities and hardware specifications of the workstations must be superior to the base configurations. Dedicated university replacement funds will support replacement costs to the level of the least expensive base machine. Additional costs will be borne by the organizational unit. However, any high performance workstations replaced during the deferment period must be funded in full by the organizational unit.
- Computers purchased using funds from external grants are excluded from being replaced under this replacement policy during the award period of the grant. After the termination of the grant, the computers will be placed in the replacement cycle.
- Computers designated as surplus, salvage, or historical during the annual inventory process are not eligible for replacement with dedicated university replacement funds, unless extenuating circumstances indicate that replacement should be allowed.
- Servers are not eligible for replacement.
- Once a computer has been through the replacement cycle, or has been surplused, it is not eligible for replacement.
- When a replacement computer is received, the computer identified for replacement must be turned in to surplus, unless approved as an exception by the provost/vice president of academic affairs.
Cross Reference: General Appropriations Act, Article IX, Sec. 9.04; Property Transfer and Disposal (B-24)
Responsible for Implementation: Vice President for Finance and Administration; Provost/Vice President of Academic Affairs
Contact for Revision: Director of Procurement and Property Services/HUB Coordinator; Director of Information Technology Services