The goal of the computer replacement process is to ensure that Stonehill College computer users have access to computer equipment that enhances the learning environment and enables efficient business practices. The process defines equipment that will be replaced by the Department of Information Technology (IT) through its centralized budget and how the replacements will be performed.

Computer equipment covered under the process includes:

Employee computers

Each employee with an instructional or business need will be issued a single computer (laptop or desktop) with exceptions based on justified need. These computers are maintained by IT and will be replaced on a three year cycle, budget permitting. Desktop computers will be replaced with desktops and laptop computers will be replaced with laptops unless otherwise justified.  A pool of computers will be reserved annually to accommodate the requirements for new full time positions with a need for a computer.

Shared departmental and public computers

Shared departmental computers, like those used by student employees or made available in public areas, will be replaced from available recycled inventory. The requirements for replacement of these computers will be assessed when reviewing replacement plans with department heads. 

Lab and classroom computers

Lab and classroom computers will be replaced on a 3 or 4 year replacement cycle depending on requirements and usage. Priority for replacements will be assessed based on usage statistics and application requirements. Typically, computers at classroom teaching stations will all be replaced at the same time to ensure consistency for faculty.

Shared departmental printers

Shared departmental printers will be replaced on a 4 or 5 year replacement cycle depending on departmental requirements and usage. The number and location of departmental printers will be assessed before replacements are determined. Departments will be asked to minimize the number of printers as a cost and energy savings measure. Printer users should print double-sided to Xerox multi function devices whenever possible to ensure the lowest cost per print.

Networked printers in labs and classrooms

Lab and classroom computers will be replaced on a 4 or 5 year replacement cycle depending on requirements and usage. Priority for replacements will be assessed based on usage statistics and application requirements.

Timeline

IT will replace computers and printers using the following annual timeline:

  • Spring Semester -Faculty computers

  • Fall Semester -Administrator and Staff computers

  • Summer -Lab and classroom computers

Communication

By spring break each year, an IT staff member will contact faculty members whose computers are scheduled for replacements. The current standards will be discussed along with any individual requirements. The replacement will be scheduled directly with the faculty member. Plans for lab and classroom replacements will be developed by IT in consultation with the IT and classroom advisory committees. The needs for department specific labs will be discussed with the department heads.

In September each year, an IT staff member will communicate with department heads regarding the number of computers that are planned for replacements in their department. At this time, the inventory of computers in the department will also be reviewed. Department heads will have the opportunity to determine which staff members should receive the new computers. A replacement computer can result in one subsequent replacement and the oldest computers must be removed. For example, if Jane uses the most powerful applications and she has a 2 year old computer and John has the oldest computer, Jane can be given the new computer, John can receive Jane's 2 year old computer and the oldest computer is returned to IT.

Disposition of replaced computers

Computers and printers that are replaced through this process must be returned to IT. IT has the option of reassigning replaced computers or disposing of them through the designated college process. Computers and printers that are below the campus standard for support will only be reassigned for special circumstances. Those that are reassigned to new purposes will not be considered in the future for replacement.

For more information

Specific questions about computers and printers should be directed to the IT Service Desk at service-desk@stonehill.edu. For more information about the computer replacement process please contact Fera Karakaya, Director of IT User Support Services via email at fkarakaya@stonehill.edu or phone at 508-565-1390.