Computer Workstation Purchasing

Background

The purchasing of new or replacement hardware is a collaborative process between Technology & Innovation (T&I) and individuals or designated department representatives. The college aims to ensure that all faculty and staff members using computing resources have a computer of sufficient capabilities to fulfill responsibilities.

Purpose

This policy seeks to inform the campus community of the schedule and process for purchase and replacement of faculty and staff workstation computers.

Policy

All campus computers must be purchased by T&I.

The college provides at least one primary computer workstation for all applicable faculty and staff, and replaces that computer every four (4) years. If desired, an employee may elect to keep their computer for one additional year. Any other deviations from this schedule for an employee’s primary workstation are permitted only with the prior permission of the relevant vice president (or division head) and the CIO.

Administration of Policy

Davidson College’s workstation program is designed to provide faculty and staff with the technology needed to work effectively.

For new hires, the process is initiated when the hiring manager submits the New Hire Technology Checklist; T&I staff will then prepare a standard workstation (Windows or Mac) for provisioning to the new employee, or will contact the manager for clarification of needs.

The process begins when a T&I staff member contacts the employee to notify them that their workstation is eligible for replacement. Two options are available:

Standard replacement: If the faculty or staff member is happy with their current workstation and does not need to discuss changes, T&I staff will prepare a replacement and schedule a convenient time to meet to help the employee transition to their new workstation.
Personalized consultation: If the faculty or staff member prefers an in-depth discussion, T&I staff will schedule a consultation. This meeting allows T&I staff to understand the individual’s specific needs and preferences – e.g., laptop or desktop, Windows or Mac, atypical storage or display options, etc. - and identify a configuration that best supports their work. Faculty are encouraged to consider a laptop as their primary workstation.

T&I standard configurations are available for review in the Computer Purchasing Standards for Employees document.

Whenever a new computer is delivered to replace an old computer, the device being replaced should be returned to T&I. As a general rule, every computer must be returned to T&I at either (a) the end of the computer’s lifespan, or (b) at the end of the employment of the person to whom the computer is assigned (the device will be erased and freshly prepared for the new hire in the role). If a position is eliminated, the department may elect to:

Reallocate the eliminated position’s workstation to another employee, and return that employee’s workstation instead; or,
Retain the eliminated position’s computer within the department; however, the computer will be recategorized as Tier 2 (see below) and no longer be eligible for replacement.

Computers are valuable college resources. Older equipment serves a useful purpose for second tier functions, such as student or part-time workers. If you have a departmental need for older equipment (commonly referred to as Tier 2), please discuss this need with T&I.

Employees are expected to exercise responsible care for the computers entrusted to them. In the event of repeated violations of this by an employee (e.g., loss, theft or accidental damage), T&I may require the department to fund the workstation’s replacement; alternatively, the workstation can be replaced with a Tier 2 workstation (if one is available that meets the requirements) at no cost.

Funding for faculty and staff workstations is as follows:

	New	Replacement
Public Labs	T&I fully funds	T&I will fully fund standard-configuration workstations (one per individual). As necessary, T&I will fund upgrades to standard configurations, up to $600. For upgrades not determined to be necessary, or costing more than $600, the requesting department or division must provide purchasing funds to T&I
Individual Workstations	The requesting department/division must provide purchasing funds to T&I*	T&I will fully fund standard-configuration workstations (one per individual). As necessary, T&I will fund upgrades to standard configurations, up to $600. For upgrades not determined to be necessary, or costing more than $600, the requesting department or division must provide purchasing funds to T&I.
Teaching Labs	The requesting department/division must provide purchasing funds to T&I*	T&I will fully fund standard-configuration workstations (one per individual). As necessary, T&I will fund upgrades to standard configurations, up to $600. For upgrades not determined to be necessary, or costing more than $600, the requesting department or division must provide purchasing funds to T&I.
Research Computers	The requesting department/division must provide purchasing funds to T&I*	The department must provide purchasing funds to T&I

*T&I will fund and provide one (1) workstation for visiting faculty members as described above under Replacement: Individual Workstations.

Regardless of funding source, computers are only allowed on the Davidson network if they meet all security requirements, including but not limited to, active vendor security patching.

The CIO shall oversee this policy and review it at least once every two years. Changes to this policy shall be made in accordance with the college’s Policy on Policies.

Last Revised: March 2026