Computer Replacement Procedure

When to Use?

This procedure applies whenever a faculty or staff member at Grand Valley State University receives a university-owned computer replacement for one previously assigned by Information Technology (IT).

This includes all instances where a device is scheduled for replacement or upgrade, including cases where the computer has reached a designated age threshold. Adherence to these procedures ensures the responsible, ethical, and legal use of the university IT resources in compliance with the Computing Conditions of Use (Information Technology) Policy SLT 11.5.

Procedure

In general, university-owned computers are due for replacement when one of the following situations occurs:

  • Damage beyond repair. 

  • Loss or theft, which should be reported immediately to the Service Desk at (616) 331-2101, (855) 435-7488, via email at it@gvsu.edu, or by submitting a Service Portal ticket here.

  • Necessary upgrades 

    • The typical technology lifecycle schedule ranges from three to five years; however, this does not guarantee replacement within that timeframe. Please consult with your Appointing Officer for approval regarding any replacement requests.

      • All replaced university-owned computers must be returned to IT for proper disposition.

      • The university is committed to maintaining an inventory of computers capable of supporting current software updates and versions. This ensures both the efficiency and security of our IT infrastructure.

When a new university-owned computer is assigned to a GVSU community member, the previous device must be returned promptly to IT, regardless of the original funding source. This process ensures that all university-owned computers remain within a controlled IT environment, allowing for proper management, security, and maintenance.

  • If an immediate return is not possible, users may retain the old device for up to ten (10) business days. During this time, IT will coordinate with the user to facilitate the device exchange and assist with backup and data transfer as needed. 

    • Requests to retain a replaced computer beyond the ten-day period require approval from either the Chief Information Security Officer (CISO) or Chief Technology Officer (CTO). If approved, the authorized extension period is limited to a maximum of thirty (30) calendar days.

  • Users are required to sign a receipt acknowledging the data transfer and return of the computer along with all related accessories, such as adapters and power cords. 

  • Failure to return replaced university-owned computers within the authorized timeframe may result in technological disabling of the device and potentially lead to further action in coordination with the appropriate Appointing Officer. 

 

 

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Desktop & Mobile Device Support
• Hardware Issue • Move Equipment • Re-Image Computer • In-place Windows 11 Upgrade Support for all types of end-point devices, including laptops, desktops, mobile devices, and related peripherals that are not in the printing service.
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Report Malware/Virus
Report suspected malware/virus on a GVSU owned system.
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