Computer Replacement Procedure

When to Use?

The following procedure applies when a staff or faculty member at Grand Valley State University is receiving a computer in replacement of an existing one previously assigned to them by the Information Technology (IT) department.

This includes any situation in which the staff or faculty member's computer is due to be replaced or upgraded, as well as when a computer has reached a certain age. Adherence to these procedures ensures the responsible, ethical, and legal use of the university's IT resources comply with the Grand Valley IT policy SLT 11.5.

Procedure

In general, 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 

  • Any computer older than eight years must be returned to the IT department to be salvaged.

    • The university aims to maintain an inventory of computers that can support the current updates and versions, thereby ensuring the efficiency and security of our IT infrastructure.

When a new computer is assigned to you, the old one must be returned promptly to the IT department. This ensures that all computers remain part of the controlled IT environment and can be properly managed for security and maintenance.

• If immediate return is not possible, you can retain the old computer for up to ten business days and IT Services will work with you to arrange the swap and assist with your data transfer. 

  • Extending the retention of old computers beyond the ten-day period requires approval from the Chief Technology Officer (CTO) or Chief Information Security Officer (CISO).

    • If approved, such an extension is limited to a maximum of 30 calendar days.

• You 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 computers within the authorised deadline may result in technological disabling of the device and potentially further action with the user's department appointing officer.