NEOMED Computer Replacement Program

Overview

  • NEOMED's Computer Replacement Program (the "Program") refers to the multi-year cycle in which the University deploys PC and macOS devices to qualifying users and then, following certain circumstances and a minimum cycle period, recovers such devices to then deploy new devices to such users.
  • Computers and hardware purchases made with university funds, whether institutional, departmental or grant funds, remain University property. Devices are to be returned to IT at the conclusion of use or employment.
  • Accessories are not included in this Program.
  • An assessment of the Program will be completed annually to evaluate program parameters, financial analysis, and general review of the process.

Applies To

  • NEOMED faculty, staff, post-doctorate, and grant funded employees (not available for affiliated faculty, students, volunteers, contractors or graduate students)
  • Windows and macOS devices 

Program Details

Windows/PC

  • NEOMED partners with a sourcing company to obtain modern, Dell Windows laptops and deploy them to qualifying users.
  • The PC replacement cycle is a minimum of five (5) years.
  • NEOMED IT covers the cost of its standard model device as part of this Program.
  • Once the device is received by IT, IT staff will install the latest operating system version, Microsoft Office, standard drivers, and anti-virus software on each device. 
  • Following the five year cycle, devices will continue to be used by users until the device encounters hardware challenges that yields the device unusable or the device is unable to be upgraded to supported operating systems. Users can contact IT to discuss replacement or users will be contacted by IT to coordinate a time to return their NEOMED-issued device and have it replaced with another supported device for those unable to upgrade to a supported operating system. 

macOS

  • For those electing for a macOS device, a $1322 allotment will be provided by the NEOMED IT Department toward the acquisition cost of a macOS device. NEOMED IT requires that macOS devices four-year AppleCare coverage with the purchase of macOS device. 
  • For any cost above the $1322 allocation, the employee's funding source (department) will be responsible to cover that additional cost. 
  • The macOS replacement cycle is a minimum of five (5) years. 
  • Once the device is received by IT, IT staff will install the latest operating system version, Microsoft Office, standard drivers, and anti-virus software on each device. 
  • Following the five year cycle, devices will continue to be used by users until the device encounters hardware challenges that yields the device unusable or the device is unable to be upgraded to supported operating systems. Users can contact IT to discuss replacement or users will be contacted by IT to coordinate a time to return their NEOMED-issued device and have it replaced with another supported device for those unable to upgrade to a supported operating system. 

Accessories

For any accessory needs, the employee’s funding source (department) is responsible for all accessory costs, which includes but is not limited to:

  • Docking stations
  • Monitors
  • Computer mice
  • Keyboards
  • Dual stands
  • Miscellaneous connectors, cables,
  • Speakers
  • Additional memory

To purchase accessories, please complete the Computer or Accessory Purchase/Quote request form.

Return of Device

  • At the end of the Program cycle, NEOMED-issued devices must be returned to the IT Help Desk. 
    • For leased devices, laptops must have a Original Equipment Management (OEM) battery that passes the end-of-life testing and charger must be returned with the laptop or the employee’s funding source (department) will be charged for a battery and/or charger.
  • If the previous device is not surrendered promptly within the parameters of the device replacement program, the employee’s funding source (department) will be charged the buyout cost of the asset.

Lost, Stolen, Damaged, or Non-Returned Devices & Employee Separations

  • Per NEOMED IT Offboarding procedure, if an employee separates from the University, the NEOMED-issued device must be returned to the IT Help Desk. 
  • If a NEOMED-issued device becomes lost, stolen, or not returned, the employee’s funding source (department) will be responsible for the full replacement cost of the device. 
  • If a NEOMED-issued device becomes damaged and the repair incurs a cost, the employee’s funding source (department) will be responsible for the full repair cost of the device. 
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