Faculty and Staff Evergreen Refresh Program
This program is an authorized process designed to provide employees with a new computer on a consistent basis. The purpose is to upgrade our computers on a schedule, maintain accurate inventory and comply with government mandated IT security standards. These efforts will reduce campus expenses and ensure the university maintains a safe and secure IT environment.
Who can use it?
Faculty and Staff in permanent full-time positions.
How much does it cost?
There is no cost associated with the service, but the department will absorb any costs that are over budget.
How to get it
A faculty or staff employee receives one Evergreen program computer, per full-time permanent position. The computer is selected from the standard offering in our computer catalog and the replacement date is based on the year the computer was purchased.
The computer is to remain with the position and its department for the duration of the asset lifecycle. The computer is not retained or belonging to the individual.
Evergreen computers for new and current permanent full-time positions are replaced every:
- 6 years for staff
- 4 years for faculty
When an employee is eligible for an Evergreen computer refresh, they will be contacted by their department IT representative in a ticket or by their department.
ELIGIBILITY
- Permanent, active full-time faculty or staff positions.
- One primary Evergreen computer per full-time position/individual.
- The only exception is for a faculty member who is also a dean or a department chair.
- $1500 budget (tax included) for Staff Refresh computer purchase.
- Includes an optional Evergreen Kit (docking station, monitor, etc.).
- $2000 budget (tax included) for Faculty Refresh computer purchase.
For the duration of the full-time faculty or staff position, the primary assigned Evergreen computer would be considered eligible for refresh as funded by the university. Any costs outside the budget allotment per individual refresh will be absorbed by the department.
Upon full-time position creation, a department can request for an Evergreen refresh computer to be provisioned by contacting the IT Service Desk. Advance notice is required to be able to deploy a new computer in a reasonable timeframe.
The following are ineligible for a computer refresh under the Evergreen Program:
- Secondary computer for an individual in a permanent full-time position.
- Part-time positions.
- Loaner laptops or IT equipment.
- Temporary, consultant, or contract positions (example: adjunct faculty, graduate students, teaching or research assistants).
- Casual employee positions.
- Computers shared by multiple staff, in addition to primary computer.
- Meeting or conference room computers.
- Interns, student worker or work-student positions.
- PDA, expense claim, external fund, or grant-funded computer purchases.
- Donations or gift computers to the university.
- Additional computer supporting remote work or work-from-home activities.
- Certain role-based functions that are not critical to the department or the use of computer falls outside of refresh eligibility conditions.
- Vacant positions that are not filled and remain inactive for at least one year.
- Terminated or abolished positions.
- Retired employees or Professor Emeritus.
Teaching, Lab, and Classroom computers are replaced under their own refresh program.
The department will be responsible for purchasing and replacing computers used by the department that are not eligible for the Evergreen Refresh programs.
PRIORITIES
- Replacing the eligible, current end-of-life computers, starting with the oldest first.
- Primary newest computer associated with full-time permanent HR position title.
- Computer for newly created full-time permanent HR positions.
- Urgent replacement for computers that cannot be repaired or serviced before their eligible refresh year.
- Critical role-based computers, reviewed on a case-by-case basis, per department.
Service availability
24/7
Contact your department to find out if it is eligible and part of the Evergreen Program.
Based on the year it was purchased; the computer will be replaced in its 4th year for faculty and 6th year for staff.
Open a ticket with the IT Service Desk so an IT consultant can assess the damage and determine if a Service Call or repair is required. If the computer cannot be repaired and it is eligible for replacement, you will be contacted by your department IT representative in a ticket or by the department.
Monitor, docking station, keyboard, and mouse as required. Accessories such as a headset, Bluetooth devices, carrying case, peripherals, cables, etc., are not included.
If an employee requires a non-standard computer with a cost that exceeds the refresh limit, the department will pay the difference in the cost. Any non-standard computer purchase also requires a completed waiver to be compliant with government enforced policy. Please contact your department to submit a request.
To support the current and ongoing hybrid work environment, all Evergreen Refresh program computers will be replaced with a standard laptop. If a desktop computer is required to perform the duties and responsibilities of your position, please submit your needs for consideration in a request to your department.
No. Once the refresh cycle has ended, and your computer has been replaced, the old computer and all components that came with it must be returned to IITS for decommissioning. All data, files, and sensitive information are the employee’s responsibility to back-up and transfer to the new computer before handing the old computer over to IITS.
Please contact your department. They will be responsible for purchasing and replacing computers used by the department that are not eligible for the Evergreen Refresh programs.
You may consider borrowing one of our loaner laptops.