The Computer Lifecycle Replacement (LCR) Policy outlines the replacement schedule, purchasing responsibilities, and device management for various categories of computers and devices within the organization.

• ITS must purchase all college-owned computers and devices, even if they are entirely funded by a department or research account. This is so that we can ensure a proper inventory, take advantage of bulk-purchasing rates, set up security and other software properly, and verify that they fall under our supported computers and devices. ITS will handle purchasing, receiving, and distributing computers, monitors, and accessories.
• All computers purchased with Colorado College funds, including research, startup funds, and department funds, are the college's property and must be returned to ITS on the employee’s last day of employment. This applies to both faculty and staff members.

Replacement Schedule:

• Faculty Computers: Replaced every 4 years. New faculty must purchase their first primary computer using startup funds, and the LCR program replaces it after 4 years.
• Staff Computers: Replaced every 4 years. New staff inherits the previous occupant’s computer. If there is no previous occupant (a "net new" position), the department must cover the cost of the first computer, with LCR taking over for replacements.
• Student Worker and Intern Computers: Replaced every 6 years.
• Public Lab Computers: Replaced every 6 years.

Other Computers:

• Computers not covered by the LCR policy, such as research lab computers or "floating" department devices, must be replaced through alternative funding sources other than ITS: funding.

Purchasing and Peripheral Devices:

• ITS funds the replacement of computers only, not extra peripherals (e.g., monitors, docks, keyboards, mice) unless they come bundled with the computer. Peripherals must be purchased separately from other funding sources.
• Custom or specific keyboards, mice, speakers, webcams, USB hubs, and other non-computing devices can be purchased using a Pcard or budget code and do not require ITS permission or involvement. Monitors, computers, tablets, phones, or streaming devices (such as an Apple TV) will need to be returned/refunded as they are not supported or permitted without permission and MDM enrollment from ITS.

Replacement Process:

• When replacing a primary computer, ITS will consult with the employee to determine the best fit for their needs (Mac/PC, laptop/desktop). ITS covers the cost of a standard model; any upgrades or custom specifications will require the department to cover the additional cost.
• If you choose to switch your lifecycle computer before the 4-year cycle is complete, or if you inherited a computer from a previous employee and want to change the model or manufacturer before the lifecycle ends, the cost of the computer will be pro-rated. You can “buy out” the remaining years left in the cycle by covering the remaining costs.

Data Retention and Recycling:

• ITS retains the old computer’s hard drive for 2 weeks after replacement before wiping it for repurposing or recycling.
• To meet the college's sustainability goals, ITS works with the Office of Sustainability to recycle our assets safely and responsibly after the minimum data retention period has ended. The college works with a third-party company that physically destroys all hard drive storage media once received and provides certificates of destruction.
• While ITS does its best to transfer relevant and important data from computer to computer, the best practice is to use college-supported cloud storage avenues such as OneDrive or Microsoft Teams to host the most important files since they won’t exist solely on a single computer.

Supported Software :

• When a computer is replaced under the LCR program, only standard software will be transferred from the old computer to the new one. Non-standard software or self-written programs will not be transferred and are the responsibility of the user to copy and manage on the new device. Examples of non-standard software include Dropbox, music streaming services, or any other software applications not on the standard software list.

Ownership and Lost Devices:

• Employees are not permitted to keep their old primary computer after replacement.
• If a Colorado College-owned computer is lost, stolen, or accidentally damaged, the cost of replacement or repair will be charged to the respective department or research account.

• Colorado College-owned computers may not be kept by faculty or staff members leaving the college following retirement, resignation, or termination. They may not be distributed as gifts nor loaned to individuals who are not conducting work on behalf of Colorado College.

Continuous Review:

• ITS reviews the LCR program periodically to ensure policies align with technological advancements and budgetary requirements, adjusting as necessary to meet the needs of the campus community.

• Non-adherence to the above policy puts Colorado College at risk of violating numerous software usage agreements with its vendors, leaving the College vulnerable to audits and stiff financial penalties. Any questions about this policy should be directed to the ITS Solution Center at ITS@coloradocollege.edu.