To ensure reliable access to technology and maintain a secure, up-to-date inventory, OIT sets the following standards for computers and other devices on campus.
University equipment should be purchased through our standard order form. For new employees needing new devices, supervisors should order them four weeks before their start date for processing, shipping, and setup. OIT does not offer support to devices purchased outside of this process to ensure consistency and resource optimization.
All computers maintained by OIT have remote support, monitoring and administrative software installed, which individual users cannot remove these tools.
For faculty and staff:
- OIT recommends replacing equipment every four years
- Devices over six years from purchase or otherwise multiple years out of warranty will be recycled
- OIT provides a shared inventory list to staff departments and academic schools
- The Office of Academic Affairs manages an annual replacement project with OIT for contracted and tenured faculty
- Previously assigned devices must be returned for reassignment or recycling, depending on age and condition
- Costs associated with modifications to standard equipment and accessories or peripherals must be approved and paid for by the requester's academic school
- All requests are reviewed and approved by Academic Affairs
- Equipment costs for one year, visiting, and adjunct faculty are covered by their academic school
- Equipment costs for staff and student workers are covered by their staff department
Computer labs:
The university generally has two types of computer labs:
- Public: Public labs are open to everyone at St. Edward's and are maintained by OIT, which provides standardized software and management tools.
- Academic/Departmental: Academic and Departmental labs may contain specialized hardware maintained by its academic school or staff department. Each school or department is responsible for expenses related to new equipment or specialty software outside OIT standards.
Equipment lifespan and recycling:
OIT purchases a four-year warranty for all devices (laptops and desktops) when available, aligning with the recommended four-year replacement cycle. Warranties cover equipment malfunctions, but may not fully cover accidental damage like drops or liquid damage. Costs associated with out-of-warranty repairs are paid by the user’s academic school or staff department.
When out of warranty, OIT support for a given device is assessed by these criteria:
- Eligibility for operating system and security updates
- Cost of out-of-warranty repairs
- Availability of replacement/upgrade parts
- Physical condition and battery life
Once OIT determines a device no longer meets these criteria, it will be collected to be recycled or donated. Devices are recycled through its original manufacturer or a third-party recycler to support the university’s commitment to sustainability. When applicable, OIT donates recycled devices to local schools, organizations, or nonprofits. Donations are recorded and St. Edward’s is released from all ownership, support, and liability.