Computer Replacement Policy

Policy Owner: Dentistry IT

Policy Contact: Director of Information Technology, Dentistry

REASON FOR POLICY

This policy applies to all computers purchased with any University funding source (O&M, clinical revenue, grants, gifts etc.) The goals of this policy are:

1. To ensure all faculty and staff are equipped with computer equipment suitable to the needs of the individual employee.
2. To achieve efficiencies in the management of costs related to computers.
3. To achieve efficiencies in computing support costs by reducing complexity and duplication of equipment within the SOD.

POLICY STATEMENT

All School of Dentistry (SOD) computers assigned to full-time faculty, staff, and clinical spaces will have a standard replacement cycle of five years. The rotation plan aims to ensure that all employees have access to up-to-date and well-maintained computers to support their work effectively. This rotation plan is administered in cooperation with SoD Finance, OIT Asset Management, Dentistry IT and all dentistry-affiliated university employees.

Users may request an exception (e.g., early replacement) by emailing [email protected].

All computer options are selected by Health Sciences Technology (HST), must be purchased via the University of Minnesota Bookstore Technology page, identified during the purchase process as HST managed, and are pre-configured per university policy.

The general requirements of the computer rotation plan are as follows:

• Computers purchased using SOD resources or supported by HST staff must be a preconfigured computer model listed on the uMarket Bookstore computer purchase request web page, under the section entitled “Departmental Purchases”.
• Exceptions need to include a reasonable justification and be approved in writing/email by the Division Director and the Director of Information Technology.
• Faculty and staff may only have a laptop or a desktop machine (not both) assigned for their primary individual use. Laptops may be equipped with external monitors and peripherals so that desktop/laptop functionality can be maintained.
• If a faculty member currently has both a laptop and a desktop machine assigned to them for primary use, no changes will be made to that arrangement until one of the currently assigned machines needs replacement. At the time of replacement, the faculty member will decide whether they need a laptop or a desktop, and will transition to one computer.
• When a computer is transferred from one individual to another or moved to a different location, the Dental Technology must be informed in order to update inventory and location accordingly.  In general, computers that have been freshly refurbished before being reassigned to a new user will work better and last longer.
• Part-time staff and student employees and clinical systems locations will receive computers that are used but have been upgraded and rebuilt with the best computing resources we have available across campus.
• New faculty and administrative staff should generally receive a new computer upon employment. Advance notice of three weeks before a new hire’s start date should be communicated to the Division of Dental Technology in order to prepare computers for installation for new hires.

PROCEDURES

Failure to adhere to the provisions of this policy may result in appropriate disciplinary action as provided under existing procedures applicable to students, faculty, and staff, and/or civil or criminal prosecution.

FORMS/INSTRUCTIONS

There are no forms associated with this policy.

APPENDICES

There are no appendices associated with this guideline.

FREQUENTLY ASKED QUESTIONS

There is no FAQ associated with this policy.

DEFINITIONS

There are no definitions associated with this policy.

RESPONSIBILITIES

Department Chairs and Division Directors are responsible for ongoing adherence to the policy and for working cooperatively with the Division of Dental Technology to ensure compliance with this policy. In consultation with Deans and Unit Heads, the Director of Dental Technology will monitor the effectiveness of this policy.

RELATED INFORMATION

The Dean of the School of Dentistry issues this policy in accordance with the University of Minnesota’s Administrative Policy process. The Division of Dental Technology is responsible for the administration of this policy. Request an exception to this policy by writing to [email protected].

HISTORY

• Approving Body: Council of Chairs
• Date Approved: 10/2018
• Date Amended: 12/2025

ADDITIONAL CONTACTS