Computer Replacement
Faculty/Staff/Classroom
College Technology
Administrative Policy TBD
Page 1 of 3
Policy
The desktop computer replacement policy establishes a replacement cycle for all desktop computers based
on the age of the equipment. The purpose of this policy is to help maintain the level of computer hardware
technology in all areas of the Institute, reduce the total cost of ownership for computing devices, create a
more efficient maintenance and upgrade procedure, and improve manageability of computer assets at
Columbia Basin College (“CBC”).
The replacement date or end of life cycle for Desktop computers is based on the years of service of the
equipment. Desktop computers break down in to four main categories based on the user group that
primarily uses them. Three of these groups: Faculty, Staff, and Classrooms are covered by this policy;
Computer Labs are covered by a separate policy.
Definitions
Standard Faculty/Staff Computer
This is a desktop computer with a:
 Midrange processor
 Minimum of 8GB of RAM
 Upper midrange video card
 One Solid State Drive(SSD) for the OS and files
 One Mechanical Drive for backup purposes
 Two 22” LCD Monitors
Standard Classroom Computer
This is a desktop computer with a:
 Midrange processor
 Minimum of 8GB of RAM
 Upper midrange video card
 One Solid State Drive(SSD) for the OS and files
 One 22” LCD Monitors
Groups
Standard Staff Computers

These are desktop computers used by the support staff and administrators at CBC and may include
student worker stations;
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All staff and administrators are assumed to have a dedicated desktop computer unless deemed
unnecessary based on duties or physical working conditions;
Hourly employees and student workers may have dedicated computers but in most cases the
assumption they use shared systems.
Not all student worker stations will be considered as part of the “brand new” replacement schedule
and may be replaced with good quality cascaded machines from the pool;
If the computer is currently sitting on the floor, a rolling tray system will be supplied with the new
computer.
Standard Faculty Computers
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These are desktop computers used by full-time faculty as well as by adjuncts in a dedicated pool of
computers;
All full-time Faculty members are assumed to have a dedicated desktop computer.
Adjunct Faculty may have dedicated computers based on individual department needs and space
availability. In many cases Adjunct Faculty with use shared systems.
If the computer is currently sitting on the floor, a rolling tray system will be supplied with the new
computer.
Standard Classroom Computers
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These are desktop computer used by instructors and guests in lecture classrooms. Some Science labs
may also have a dedicated instructor station based on the needs of the program.
Each classroom will be equipped with a dedicated workstation and computer lectern.
Deviations from Standard Computer

In most cases the difference in cost of deviating from the standard computer system will be covered by
the individual department.
Budget
Information Services will maintain the budget for standard desktop computer replacements covered under
the five-year rotation. The budget will be approved as part of the standard budgeting process.
Departments should not need to budget for such hardware unless they want to replace a computer outside
of its normal rotation or with a non-standard desktop computer.
Procedures
Staff and Faculty Computers
At the beginning of the budget development cycle, or before CBC funds are allocated, I.T. will notify
department heads which computers are to reach the end of their five year lifecycle. Additionally, an
assessment will be made either by personal visit from an I.T. staff member, or a conversation with the
computer
user,
if
the
corresponding
monitor
needs
to
be
replaced.
The necessity for a monitor replacement is based on the following criteria:

Is the monitor working properly?
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Is the monitor a 22 inch LCD monitor?
Does if fulfill the requirements of the operation for which it is used?
When at all possible, entire departments will have all their computers replaced on the same schedule. In
order to keep the year-to-year costs constant, different departments within the same division may have
different replacement schedules.
Information Services will work with the department head, or designated individual, to schedule hardware
replacements.
The following examples are ways that may require the department to incur additional costs for computer
equipment:


Requesting a desktop computer other than the standard model
Requesting a laptop computer at a higher cost.
In these cases the department head should send an email to the Helpdesk Support manager for review and
consideration.
Classroom Computers
Every five years every classroom computer will be replaced with a standard classroom desktop.
Information Services will determine what percentage of the monitors need to be replaced and will budget
accordingly.
Computers will be replaced systematically throughout the year and times to not impede the instruction
process.
Exemptions
Areas which are funded on a cost recovery basis, such as specific grants or specialized contract
training programs, may not be covered under this replacement plan.
These areas include:
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HEP
CAMP
SSS/TRIO
High School Academy
Nuclear Technology
Revision History
Adopted: July 2009
Revised: January 2016
Reviewed: January 2016