Desktop Refresh Program

Objectives: Ensure that faculty and staff have the most current technology available to fully participate in a technology-enabled work and learning environment, while making the replacement process seamless and cost-efficient.

How often: ITS will provide every full-time faculty and staff of CLAS, CBM, PAA, EHS, and participating administrative units with a desktop or laptop computer once every four years. The oldest computers will be refreshed in year 1 followed by the next oldest computers in year 2 and so on. ITS will attempt to refresh approximately the same number of computers each year.

Who is eligible: All full-time faculty and staff from participating units– one computer per position once every four years. Individual staff/faculty are required to turn over their existing DRP computer in order to receive a new one. Computer assignments are for four years – a new faculty or staff filling a vacated position will receive the existing computer. Retired faculty who continue to teach will keep their existing DRP computers.

DRP Phases
Computer replacements occur twice a year. When computers become eligible for replacement, the faculty and staff will be contacted via e-mail and directed to a Web form listing their options. The e-mail message notifying them of the impending replacement will contain a deadline for their reply. If they do not respond by that time, replacement will be deferred until the next phase.

Once the new computers are ready for delivery, ITS technology support staff will contact faculty and staff directly to set up a mutually-convenient time to deliver the new equipment. ITS staff will transfer data from the old computer to the new one.

Configuration options: Faculty and staff can choose between standard-model Apple Macs or Dell PCs, in either desktop or laptop configurations (subject to change each year):

  • Desktop – Dell Optiplex 7040 Minitower
    Dell Optiplex 7040 Minitower
  • Desktop – Dell Optiplex 7440 All-in-One [NOTE: An All-in-One model has the advantage of conserving desk space. It does not have a tower separate from the monitor – all computer components are built into the monitor.]
    Dell Optiplex 7440 All-In-One
  • Desktop – iMac
    Apple iMac 21.5 inch
  • Laptop – Dell Latitude E7450
    Dell Latitude 7450
  • Laptop – Dell Latitude E5550 [Full Keyboard and Number Pad]
    Dell Latitude E5550
  • Laptop – MacBook Pro
    Apple Mac Book Pro 13 inch

Each year, ITS will send the configuration options for the next replacement phase to deans and unit heads for review and approval. Configurations are carefully chosen to meet the current academic and business needs.

Ownership and inventory control: This program is a partnership between the college/department and ITS. Below is a list of responsibilities for each that we see as key components to successful implementation of the program:

ITS Responsibilities:

  • The computers will be the property of ITS.
  • ITS is responsible for maintaining accurate inventory records in the University’s inventory system FABweb.
  • ITS will provide maintenance during the PC life cycle.

College/department Responsibilities:

  • Assist ITS with the collection of inventory information and maintaining accurate records.
  • Notify ITS of new positions created.
  • Notify ITS when faculty/staff leave the college/department.
  • Purchase of additional items such as: 2nd monitor, docking station for laptop, accidental damage insurance, etc.
  • On an annual basis, each college/department will be given a listing of computers to verify the location and return to ITS for updating into FABweb.

Current Models & Configurations

Desktop 1

OptiPlex 7040 Minitower, Intel Core i5 Quad Core Processor
8GB DDR4 Memory
Intel Integrated Video Card (Dual Monitor support)
500GB 7200RPM Hard Drive
2 Button Optical Mouse

Desktop 2

OptiPlex 7440 All-in-One, Intel Core i5 Quad Core Processor
8GB DDR4 Memory
23.8 in Widescreen LCD Monitor (non-touch screen)
Intel Integrated Video Card (Dual Monitor support)
500GB 7200RPM Hard Drive
2 Button Optical Mouse

Desktop 3

iMac, 21.5-inch: 1.6 GHz quad-core Intel Core i5
1TB 5400RPM Hard Drive
Apple Mouse
Apple Keyboard

Laptop 1

Latitude E7450, Intel Core i7 Processor
8GB Memory
512 GB Solid State Drive
14″ HD Anti-Glare (16:9) WLED (non-touch screen)
Built in Webcam
802.11AC/a/b/g/n Wi-Fi + BT 4.0 LE Wireless Card
4-cell Battery

Laptop 2

Latitude E5550, Intel Core i7 Processor
8GB Memory
Full Keyboard with Number Pad
500 GB 7200RPM Solid State Drive
15.6″ HD Anti-Glare (16:9)
Built in Webcam
802.11AC/a/b/g/n Wi-Fi + BT 4.0 LE Wireless Card
4-cell Battery

Laptop 3

Mac Book Pro 13-inch
2.5GHz Dual-core Intel Core i5
8GB 1866MHz memory
500 GB Hard Drive
Mini DisplayPort to VGA Adapter
Backlit Keyboard

Repurposing DRP Computers

  • Replaced DRP computers are returned to ITS.
  • Computers being replaced will be evaluated by ITS to determine if they are useful for repurposing.
  • ITS will keep as many of the computers as necessary for special needs (spares, computer labs, etc.).
  • Repurposed DRP machines can be used for temporary or student employees, for adjunct faculty, or in cases where additional computers are needed.
  • Requests for repurposed computers are made to ITS Client Services.
  • The requesters should agree to purchase service warranty for two years by providing a CFOAP on the request form. The approximate cost is $120/year.
  • Upon approval, ITS will set up and deliver the computers.
  • Repurposed computers will remain on ITS inventory.

To request a repurposed computer, please complete and submit the request form. You will also need to provide a CFOAP to cover the cost of a 2-year service warranty, after gaining the needed approval/authorization from your dean/director/department head.

Please contact Kara McElwrath at with any questions.