Marywood University
Office of Information Technology
Replacement Plan
Policy Statement
Marywood University has a computer life-cycle replacement plan that encourages and supports
replacements of desktop computers. Although departments recognize the need for desktop computer
replacement, the replacement process is handled and managed centrally through the Office of
Information Technology (OIT). Guiding principles are incorporated into the decision processes in order
to determine what schedule and technology will serve the Marywood community best while being most
cost-effective for both the University and those who use the equipment.
Goals of the Replacement Plan

Centralize resource and financial planning and forecast the funding requirements to implement a
regular replacement cycle for computers.

Assure that appropriate computing resources are available in department, classrooms, and offices
to support the mission of the University.

Implement and review regularly the minimum standards for computing equipment on campus,
and promote uniformity of technology.

Assure that each faculty and staff member who uses computing resources in his or her position
has a computer of sufficient capability to fulfill the related duties of the position.

Support the use of technology by faculty, administration, and staff in using computers to promote
student success.

Provide for the cost effective and timely purchasing and installation of new equipment while
decreasing the deployment time. Reduce the costly computer cascading approach, except where
this is highly beneficial and critical to student success.

Maintain a currently supported operating system.

Replace all devices, identified in a replacement plan for replacement, to maximize electricity and
air conditioning benefits and savings, understanding that there will be a few exceptions based
upon needs.
Procedures
Replacement Cycle Categories
In order to allow OIT staff to replace computers in a timely manner, the CIO will identify, prioritize, and
define six distinct cycle categories for replacement.
Computers, peripherals and network equipment; (such as printers, scanners, speakers, routers, switches,
etc) to be replaced are divided into the following cycle categories.
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• Cycle 1
Replaced every 5
years with a new
computer. For those
primarily running
the standard
applications and the
occasional use of
specialized
applications.
• Cycle 2
Replaced every 4
years with a new
computer.
Configured labs,
Faculty who use
labs, with a two year
software refresh.
• Cycle 5
Replaced as needed
with a cascaded
computer configured
with current
technology and
suitable for
individuals using the
standard application
set.
• Cycle 6
Network routers and
switches are
replaced every 4
years.
• Cycle 3
Replaced as needed.
Servers and
networking
equipment.
• Cycle 4
Replaced every 8
years. Thin Client
used in selected
Drop-in areas.
Each computer in the replacement plan is designated as being in one of these groups (at the time it is
replaced) with a tentative date indicated for replacement. Generally, individuals will have one University
computer provided for them on the replacement plan.
By the nature of their responsibilities, some individuals may need to have more than one computer to
accomplish their responsibilities - for example, if they must use both Macintosh and Windows platforms
in their work. In these cases, department heads/supervisors may request an exception from the OIT Chief
Information Officer.
Standard Application Software for Administrators, Faculty, and Staff








Windows XP, Windows 7, or MAC/OS
Microsoft Office
Firefox
Client Access
Compleo
E-mail
Adobe Reader
Sophos Anti-virus
Standard Application Software for all others





Windows XP or MAC/OS
Microsoft Office 2007
Firefox
Adobe Reader 8
Sophos Anti-virus
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Printers
 Printers will be replaced when cost of repair is 50% or more of its fair market value.
Hardware Failure
Failure replacement will be applied to certain equipment which must be replaced outside the annual
cycle. This applies only to:
 Displays: Displays are not replaced on a regular cycle plan. When an out-of-warranty display fails,
it will be replaced by an equivalent display.
 Printers will be replaced when cost of repair is 50% or more of its fair market value.
 Computers for which the cost of repair is 50% or more of its fair market value.
 Projectors are not replaced on a regular cycle. A minimum of ten new projectors are purchased
each year to replace failing projectors.
Grant Funded Equipment
Individuals pursuing grants for computer equipment should discuss their plans with the OIT CIO as part
of the budgeting process. Computing equipment that is acquired under grants will enter the inventory
and be upgraded on a regular replacement cycle only if approved at the time of the application for the
grant and a commitment of funding when the computers need to be replaced.
Department Budget Purchases
Departments pursuing the purchase of computer equipment should discuss their plans with the OIT CIO
as part of the budgeting process. Computing equipment that is acquired from department budgets will
enter the inventory and be upgraded on a regular replacement cycle only if approved prior to the purchase
and a commitment of funding when the computers need to be replaced. .
Policy Administration - Office of Information Technology CIO
Contacts
For questions about this policy or any other campus electronic information policy,
Office of Information Technology
For network security incidents, itsecurity@marywood.edu
For Marywood University Policies and Procedures Manual, http://www.marywood.edu/policy/
For reports about general computer use violations, see Conditions of Computer Use at
http://www.marywood.edu/policy/detail.html?id=95039&crumbTrail=Conditions%20of%20Computer%
20Use&pageTitle=Policies%20and%20Procedures%20Manual:%20Conditions%20of%20Computer%20
Use
For National Standards to Protect the Privacy of Personal Health Information
(HIPAPA):,http://www.hhs.gov/ocr/hipaa/
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For Family Educational Rights and Privacy Act (FERPA),
http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html
Original Issue Date:
June 16, 2010
Last Updated:
Print Date 02/12/16
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