Hardware Replacement...

The university provides computers for department and lab use.  While these computers are leased, some equipment (e.g. servers, scanners, personal printers) are purchased.  The university purchases some equipment while individual departments purchase other equipment depending on their needs.  We know it isn't always easy to understand how hardware acquisition and maintenance works.  To help you better understand the process, we’ve compiled a FAQ.  It’s not an exhaustive list so if your question isn’t addressed, please email IRTPurchase@stthomas.edu for more information specific to your needs.

• Lease Questions
• Computer Questions
• Printer Questions

 

Lease Questions

1. What is the computer lease?
2. How long do we lease equipment?
3. How often do we acquire leased equipment each year?
4. What equipment is in the lease?
5. What equipment isn't in the lease?
6. How do we get equipment that isn't covered by the lease?
   
   

1.  What is the Computer Lease?

The lease, funded by the university and managed by IRT, is similar to a car lease.  For a predetermined amount of time, the university “rents” equipment and returns it at the end of the allotted time, typically 3 years. 

 

2.  How long do we lease equipment?

Although it varies, most of our lease agreements are for 3 years

 

3.  How often do we acquire leased equipment each year?

 

We expect to acquire new equipment twice during the fiscal year – once in the spring and once in the fall.  The spring lease is intended to replace currently leased equipment due to be returned while the fall lease is intended to equip new positions.

 

4.  What equipment is in the lease?

Networked printers, desktop and laptop computers comprise the majority of our lease, but we lease some servers as well. 

 

5.  What equipment isn't in the lease?

Centrally maintained servers for email, central storage, and web services usually are not leased.  Personal printers, scanners, removable storage (i.e. zip drives), and some specialized, discipline-specific equipment usually are not leased. 

A rule of thumb: if it isn’t part of your standard computer configuration and it isn’t a networked (shared by many people) printer, it probably isn’t in the lease and your department may be asked to provide funding for additional requests.

Note: All printer supplies such as toner cartridges and paper are a departmental responsibility.  Please budget accordingly.

 

6.  How do we get equipment that isn’t covered by the lease?

Send email to IRTPurchase with your specific needs.

Note:  Although there are exceptions, departments are usually charged for equipment beyond the standard computer system.

 

Computer Equipment Questions 

1. What comes with my standard computer?
2. How do I get a computer for a new position in my department?
3. Can I switch from a desktop to a laptop computer?
4. Can I switch from a Mac to a PC (or a PC to a Mac)?
5. Can I have a larger monitor?
6. Can I have a desktop and a laptop computer?
7. Why is my Mac missing its floppy drive?

 

 1.  What comes with my standard computer? 

Click here for a list of standard software included with a standard computer.

 

2.  How do I get a computer for a new position in my department?

Either the department chair or the technology liaison for your department sends email to IRT Purchase as soon the position is being filled.  The sooner we know about your new user, the sooner we can get equipment ready!

Note: Sending email to IRTPurchase@stthomas.edu only covers equipment requests.  For a network username and password, go to https://intra.hr.stthomas.edu/forms/newhire.jsp 

 

3.  Can I switch from a desktop to a laptop computer?

Unfortunately because of budget challenges, the university will not be able to replace existing desktop workstations with laptop computers at this time.

 

4.  Can I switch from a Mac to a PC (or a PC to a Mac)?

Yes and no. Because of the current budget challenges and increased lease costs associated with a Mac, you can switch from a Mac to a PC but not from a PC to a Mac at this time.
 

5.  Can I have a larger monitor? 

Unfortunately because of budget challenges, the university will not be able to supply larger monitors at this time. If your department or vice president can supply the funds to purchase the larger monitor, IRT will facilitate the purchase. If a physical limitation requires a larger monitor, please have Human Resources submit approval in writing.

6.  Can I have a desktop and a laptop computer?

The university provides one computer per position. Although there have been "departmental laptops" in the past, we will not be accepting new requests at this time. We are currently developing a more cost-effective pool of laptop resources using a short-term loan model.  

7.  Why is my Mac missing its floppy drive?

In 1998, Apple discontinued the floppy drive on its systems.  As an alternative, they provided a Zip drive for removable media.  Zip disks provide more space, but we understand you may have files that you need to access from floppies.  Floppy drives are available at the IRT Front Desk for one-time transfers.  However, if you need a floppy drive at your desk, email IRTPurchase@stthomas.edu with your request.

 
Note: As with most purchased equipment, funding for the floppy drive is a department’s responsibility.

 

Printer Questions

1. Can I have a personal printer?
2. Who pays for the printer supplies?
3. Who pays for the printer maintenance?

1.  Can I have a personal printer?

You may purchase a personal printer, but because they are faster and more cost-effective, the university supplies and supports networked laser printers.  IRT is happy to recommend personal printers that we know will work on the UST systems.  A word of caution: although IRT technicians will set up your personal printer, they will be unable to repair them.  Your department must arrange and fund any repairs.

Note: As with most purchased equipment, funding for personal printers is a department’s responsibility.

2.  Who pays for printer supplies?

Each department is responsible for printer consumables, including both toner and paper.

3.  Who pays for printer maintenance?

IRT handles all maintenance on printers but frequently out-sources repairs to Cartridge Care.  If your printer is no longer functioning properly, contact the tech desk and a technician will repair your printer or contact Cartridge Care if necessary.  Please do not contact Cartridge Care directly for any repair work.