CAMPUS COMPUTER REPLACEMENT
Campus Computer Replacement Program FAQ
· Why are we centralizing computer purchases?
· How does the program work?
· What if I need a customized computer?
· When will I get my new computer?
· What if I am having issues with my current computer?
· What are the standard configurations?
· How can I purchase computers/peripherals?
Why are we centralizing computer purchases?
Plan 2028 calls on EIU to ‘create an IT plan that identifies resources necessary to support a sustainable refresh cycle for classrooms, labs and all employees.’
To create a sustainable refresh cycle for all employees, IT will be centralizing the refresh of all staff computer/laptops. Departments will not see a decrease in their budgets because of this. All staff computer/laptops will be on a 5-year cycle after which point the device will be used for student employees, kiosks, etc. for years 6 through 8. This model will also include auxiliary units. Grant funded units and100% local funded units will continue to fund their own replacements but will be required to follow the prescribed replacement schedule.
How does the program work?
Employees will be provided either a desktop or laptop depending on their position needs. While the computer purchased by EIU will be sufficient for a large percentage of employees, some might have a need to have even more upgraded hardware. In these cases, the department, with VP approval, is responsible for any cost over the standard allowable cost of $1,250.00. This would also apply to most Apple devices. Departments would also continue to be responsible for all computer peripherals, tablets, etc.
Laptops/desktops will be purchased each quarter on a rotating schedule by VP area with quarter 1 for the President’s area and Student Affairs, quarter 2 for Academic Affairs, quarter 3 for Business Affairs, Enrollment Management & Advancement. IT will contact each respective VP designee during their scheduled quarter to facilitate the purchasing process. We are working towards a webpage where employees can log in and see where they are in the refresh cycle.
What if I need a customized computer?
Employees will be provided either a desktop or laptop depending on their position needs. While the computer purchased by EIU will be sufficient for a large percentage of employees, some might have a need to have even more upgraded hardware. In these cases, the department, with VP approval, is responsible for any cost over the standard allowable cost of $1,250.00.
When will I get my new computer?
Once the new computers have arrived and been tagged, a Tech from the GTC will contact the user to schedule a time to deploy the new machine. Once the tech has contacted the user, they can discuss if there is any special software that needs to be added to the new machine. If so, a Software Request Form will need to be filled out by the user and approval by ITS will have to be granted before the software can be installed. The user will need to wait until they’ve discussed software needs with the tech before filling out this form as it requires the tag number.
What if I am having issues with my current computer?
If an employee is having issues with an older desktop/laptop that has not been replaced yet, an email needs to be sent to techsupport@eiu.edu stating the issues the employee is having and the tag number of the device. This will create a ticket for our techs who will then be able to work with the employee to either fix the issues or recommend replacement. Keep in mind, a recommendation of replacement may not always warrant a brand-new device. Our goal is to have newer, used machines available for deployment in situations like these.
What are the standard configurations?
Information on the available standard configurations can be found here.
How can I purchase computers/peripherals?
For information on getting set up in Dell Premier and making computer/peripheral purchases outside of this program, please visit the Procurement Services webpage.
Please direct any further questions to Kristi Keck at kmkeck@eiu.edu