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Computer Replacement Cycle Process

The replacement cycle process for computers is outlined below.


When requesting a quote for a new system or systems, please include the following:

  1. Whether you want a Windows or Macintosh system.
  2. Whether a desktop or laptop, or the specific model if known.
  3. What other peripherals you need, such as a new monitor along with what size, speakers or speaker bar, if a wireless keyboard and/or mouse is requested, any other peripherals. Note: Printers are not included in computer replacements.
  4. Whether a standard configured system or a specially configured system. If special, include what specific components are needed.
  5. Any other additional information which is helpful to facilitate a correct quote.

Faculty Replacement Process:
Computers in the offices of full-time faculty members are on a 5 year replacement cycle. During the Fall semester, IT Services will communicate to each College Dean and Department chair with a timeline and names of the faculty members in their area on the list for that year’s cycle. Each faculty member is allotted $1400; any additional amount exceeding the allotted must be covered by that Department or College.

Apples are ordered on an individual basis. Dell systems are ordered in bulk in the late November to early December time-frame in order to receive a volume discount. IT Services will contact the faculty member directly once the machine arrives to coordinate the setup and delivery of the new machine. On the day when the new machine is setup, IT Services will retrieve the old machine.


Administrative/Staff/Adjunct Replacement Process:
Replacement of Administrative/Staff/Adjunct computers are on an individual basis. IT Services recommends a 5 year cycle in order to allow departments to budget for needed replacements. When a staff computer needs to be replaced, a ticket may be submitted to itworkorder@shepherd.edu asking to generate a quote.

Once a quote has been generated, it’s the department’s responsibility to submit the proposal to the ELT (Executive Leadership Team) for approval. Once approved by the ELT, the quote along with the department’s funding information will be sent to Procurement Services to process the order. IT Services will contact the administrative/staff/adjunct directly once the system arrives to coordinate the setup and delivery of the new system.


Martinsburg Center Replacement Process:
Replacement of computers at the Martinsburg Center are on an individual basis. When a machine at the Center is to be replaced, a ticket can be submitted to itworkorder@shepherd.edu to ask for a quote to be generated.

Once a quote has been done and communicated back, it is the department’s responsibility to submit the proposal to the ELT (Executive Leadership Team) for approval. Once approved by the ELT, the quote along with the department’s funding information will be sent to Procurement Services to process the order. IT Services will contact the department once the system arrives to coordinate setup and delivery.


Lab Replacement Process:
All replacement of systems in computer labs is facilitated through the Technology Oversight Committee proposal process.


If you need further assistance with this process, please contact the IT Services Desk by submitting a work order to itworkorder@shepherd.edu or call at 304-876-5457.

Updated May 8, 2018