Stetson University

Technology Refresh Policy

As part of our mission and vision, the Office of Information Technology (IT) recognizes that technology is an integral part of teaching, learning and administration at the university. It is our intention to provide appropriate and current technology to faculty and staff on a regular basis.

Standard Refresh

  1. The university has implemented a five-year replacement cycle for desktop computers and a four-year replacement cycle for all laptops.
  2. The cost for the replacement is funded at the university level and is managed by IT. This eliminates the need for individual cost centers and/or departments to bear the cost of replacements for desktop and laptop computers. Consolidating the university's purchasing power allows the university to save money.
  3. All full-time employees will be provided with one computer.
  4. Faculty and staff shall have the following options when replacing their existing system:
    • If their job requires frequent travel or mobility (as determined by the Office of Human Resources), they will have the option to choose:
      1. Windows-based laptop. If desired, this may include an external monitor and a docking station, an external mouse, a keyboard and a laptop bag.*
      2. Apple laptop. If desired, this may include an external monitor, an external mouse, a keyboard and a laptop bag.*
    • If their job does not require mobility (as determined by the Office of Human Resources), they will have the option to choose:
      1. Windows-based desktop. This includes speakers and a monitor.
      2. Apple desktop. This includes speakers and a monitor.
  5. Departments may request additional computers for needs that fall outside the full-time employee policy outlined above (e.g., part-time staff, testing, etc.). Depending on the purpose of these machines, computers that are three or more years old may be used and will not be considered part of the normal replacement cycle.
  6. Upon replacement, the previous computer will be removed by IT. These computers are often redeployed to other areas on campus. Requests to retain the previous computer at the time of installation of the replacement computer will not be approved.
  7. Requests for accelerating the refresh schedule of a computer for faculty and staff must be made through the Office of the CIO, have provost or vice president-level approval, and include a departmental account number for the computer to be charged against. The computer being refreshed will be returned to IT and cannot be kept by the department for other computer needs. Broken/damaged computers will be replaced or repaired at no cost to departmental budget.

*- The department is responsible for the purchase of additional batteries or other consumables.

Standardization

The university currently supports specific makes and models of computers. These systems were chosen to allow diversity in brands and operating systems, yet provide enough similarities that adequate support can be maintained. Standardization also reduces cost significantly through bulk purchasing discounts and vendor agreements.

New Employees

A new computer will be purchased only if a full-time faculty or staff member has been hired for a newly-established position. The hiring department will provide the funds to purchase the new system. Thereafter, it will fall under the university technology refresh budget.

Special Needs

IT will meet reasonable above-average needs (e.g., larger displays for those who regularly work on two documents simultaneously or for someone with vision problems). If additional computers are needed, the funds will be furnished through departmental or grant funds (as determined by the departmental vice president or the provost). IT will provide assistance by obtaining quotes from academic vendors and configuring the machines. These computers will not be included in the technology refresh replacement cycle.

IT will have several laptops available for special events, presentations and other short-term needs. Please contact the Help Desk at 386-822-7217 or helpdesk@stetson.edu to reserve a computer for short-term needs.

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