Computer Replacement Cycle and Procurement Guidelines

Overview

The CES ITI allocates funds to BYU-Hawaii for acquiring and replacing Access Devices to ensure faculty and staff have up-to-date computing resources. This funding covers:

  • Newly hired faculty computers
  • Faculty and staff computer replacements (approximately every three years)
  • Computer lab replacements (every four to five years)

Computer Replacement Cycles

Windows Computers

  • Laptops and desktops are replaced every three years
  • The standard warranty is three years

Apple Computers

  • Laptops and desktops costing less than $5000 are replaced every four years
  • The warranty is four years under AppleCare+ for Schools


Laptops and desktops costing more than $5000

  • Replaced every five years
  • Windows computers in this category still have a three-year warranty
  • Apple computers maintain a four-year warranty

Apple iPads

  • Replaced every three years
  • The warranty is three years

Monitors

  • The suggested replacement cycle is 6-9 years, but monitors are replaced only when they fail.
  • The warranty is three years

Computer Purchases for Auxiliary Departments

  • Auxiliary departments fund their own computer replacements
  • The suggested replacement cycle is every three to five years to maintain IT security and supportability
  • Older, out-of-cycle computers are harder to maintain and pose security risks

Additional Computer Requests

  • New computers beyond standard replacements must go through resource planning
  • Requests are reviewed and approved by the President’s Council
  • Department heads or deans must submit requests through Adaptive with proper justification
  • This process prevents uncontrolled expansion of the computer inventory
  • More information can be found in the Access Devices Policy: Access Devices Policy

iPad Purchasing Policy

  • Departments, both auxiliary and appropriated, must purchase iPads with their own budget due to minimal cost
  • Faculty may request to bundle an iPad with a desktop for teaching mobility, field research, and instructional purposes
  • An IT Hardware Request must be submitted before purchasing an iPad

IT Purchase Requests

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