Body
Overview
Below are the most frequently asked questions about the Computer Replacement Program for University of Richmond faculty and staff.
Frequently Asked Questions – Computer Replacement
- What is computer replacement?
- What computers will I get during replacement?
- Can I get data and software transferred from my old computer to my new computer?
- Should I back up my data prior to replacement?
- What do I do about my special software?
- What do I do if I have specific computer hardware requirements?
- Who is my department contact?
- What items cost extra?
- Who pays the extra cost?
- When does computer replacement occur?
- What happens if I can’t make my appointment?
- Do I need to be present to get my new computer?
- What happens if I am hired the year prior to my department’s scheduled replacement year?
- What happens if I want a different computer not on the University supported Hardware list?
What is computer replacement?
The University of Richmond has a four-year computer replacement program for most faculty and staff primary computers whose position warrants a computer for the commission of their work. These positions include a budget line for a computer that is funded by the department.
For additional details about the plan:
https://spidertechnet.richmond.edu/TDClient/1955/Portal/Requests/ServiceDet?ID=35285
What computers will I get during replacement?
Information Services works with several major computer manufacturers each year to review new hardware technology and negotiate pricing and support for the upcoming year.
The University offers:
- Apple desktops and laptops
- Lenovo desktops and laptops
Once hardware standards are decided, you will be able to select from the available options that align with your position.
Hardware standards:
Apple Hardware Standards
PC Hardware Standards
Can I get data and software transferred from my old computer to my new computer?
Yes. Each person scheduled for a new computer during the summer replacement cycle will receive an email with instructions and a link to the Computer Replacement Prep Form.
The form:
- Alerts Information Services to special requests
- Identifies software and data needs
- Creates a SpiderTechNet ticket for tracking and communication
Computer Replacement Prep Form
Should I back up my data prior to replacement?
Yes.
- All University-related data must be backed up to department storage or box.richmond.edu
- Personal data (photos, music, personal files) will not be transferred
Data Backup Guidelines
What do I do about my special software?
Specialty software purchased by your department should have license information on file with Information Services. If not, you must provide:
- Installation media
- License numbers
Software Licensing Information
What do I do if I have specific computer hardware requirements?
If standard computer configurations do not meet your needs (such as high-end processors or video cards), contact IS Procurement directly:
Email: is_procurement@richmond.edu
Who is my department contact?
During the planning phase of computer replacement, the IS Purchasing Manager contacts department chairs, administrators, or directors. These individuals share replacement information with faculty and staff.
What items cost extra?
Items not included in the Standard Hardware and Software offerings may result in additional costs. These costs will be communicated and documented in the Computer Replacement Prep Form or ticket.
Who pays the extra cost?
Additional costs may be covered by position budgets, department or division budgets, or grants. IS Purchasing can assist with payment coordination.
When does computer replacement occur?
- September – November: Vendor interviews
- November – December: Department preparation meetings
- December: Hardware bids and decisions
- January: Computer Open House, selection, scheduling, imaging, ordering
- April: Shipments arrive and Help Desk preparation
- May – June: Replacements begin
- August – September: Missed appointments rescheduled
What happens if I can’t make my appointment?
If you cannot attend your scheduled appointment, contact the IS Purchasing Manager and update your SpiderTechNet ticket to reschedule.
Do I need to be present to get my new computer?
Yes. You must be present to sign in and approve the final configuration of your new computer.
What happens if I am hired the year prior to my department’s scheduled replacement year?
You will receive a new computer upon arrival. This computer will not be replaced during the following department cycle and will follow a five-year replacement schedule.
What happens if I want a different computer not on the University supported Hardware list?
Faculty and staff are strongly encouraged to use vendor-approved hardware. If vendor-specific hardware is required, work with the IS Purchasing Manager. Repair turnaround times may be longer and vendor-dependent.