Purpose
The Device Replacement Plan, formerly called the Desktop Replacement Plan, has two main goals:
- Ensure faculty and staff have reliable, capable computers for essential teaching and work duties.
- Ensure computer hardware can be supported and maintained according to campus standards and information security requirements.
Process
- Information Resources (IR) will create a list of computers ready for replacement based on age and technology components, such as CPU generation, using data from the Asset Tracking System(s).
- Computers that are far below current standards will be replaced first or insufficient for current operations.
- If needed, IR will confirm the employment status of the assigned user with the department or Human Resources.
- An email will be sent to the individual to confirm needs and schedule installation of the new equipment.
- The replaced device must be returned for reserve inventory or proper disposal.
Replacement Coverage
- The replacement includes the current recommended computer offering and up to two monitors. Custom computers exceeding the standard require approval and may need additional funding from the department.
- Departments are responsible for any repair or replacement costs if equipment is damaged due to improper care or use and the warranty does not cover the repair.
Eligible Devices
Replacement is available for the primary laptop or desktop assigned to full-time faculty and staff, as well as shared computers used for routine work functions, such as a part-time academic offices and student assistant computers.
Ineligible Devices
- Devices originally purchased with one-time research funding or grants.
- Secondary devices for staff that are optional, for convenience, unless the primary device alone cannot be used to complete needed regular job duties.
- Devices purchased for related organizations that do not use a SUNY Cortland state budget line to operate.
Retirement from Full-Time
Under NYS law, equipment purchased with University funds cannot be sold or given directly to an individual. When employment with the University ends, any University-owned equipment assigned to the individual must be returned. Devices purchased with grant funding must follow the terms of the grant. Emeritus Faculty may request to keep their computers for up to a year by completing the Retiree Privileges Policy Request Form for Emeritus Discretionary Privileges.
Related Policy: Refer to the Procurement and Ownership of Technology Equipment policy for more details.