Computer Replacement & Equipment Stewardship Policy

ARE – Computer Replacement & Equipment Stewardship Policy

Updated by Bogdan Nikiforov on 04/08/2026

Purpose

The purpose of this document is to establish a computer replacement and equipment stewardship policy for members of the ARE department (current faculty, extension associates, and full-time departmental staff).

Replacement Eligibility Annually, ARE IT will flag your computer for replacement eligibility if:

  • Laptops: 4 years or older.
  • Desktops: 5 years or older.

When funding is available, ARE IT will contact eligible users early in the year with replacement options. You must return your old system(s) when issued a replacement, as these are NC State property. If your replacement computer costs more than $2,000 it will be considered a custom configuration system; see below. Users may keep one extra backup laptop; to ensure compliance and security, this system must remain connected to the network and receive regular patches.

Funding & Custom Configurations The department provides a subsidy of up to $2,000 per device for workstations or non-standard configurations. If a system exceeds this cost, the user must cover the remaining balance using eligible funding.

  • Exceptions: Requests for computers not offered under CPI must be submitted to ARE IT.
  • Purchasing: All hardware must be purchased through ARE IT via official university channels; no outside personal purchases are permitted.
  • Data: ARE IT will assist in transferring data from the legacy system to the new device if needed.
  • Deferral: Choosing not to replace a computer does not forfeit future eligibility; you will be contacted again the following year.

Inventory & Loss Reporting Users can view all devices assigned to them at snipe.cals.ncsu.edu (you must be on VPN if not on campus network) – under the Assets tab. Any stolen/lost or misplaced equipment must be reported to ARE IT immediately, you are responsible for keeping track of your equipment.

Home Equipment Employees are eligible to have one desktop computer, up to two monitors, and basic peripherals for home use. ARE IT will physically tag this equipment.

  • Compliance: Like all university assets, home systems must remain connected to the network and receive regular security patches.
  • Exclusions: Departmental funds may not be used for home printers, toner, or other consumables. These must be purchased via other eligible funding sources.

Employee Separation Upon separation from the university, all assigned equipment (laptops, desktops, tablets, and peripherals) must be returned to ARE IT.

  • Timeline: Equipment must be returned within 14 days of the last date of employment.
  • Data Security: ARE IT will coordinate the secure decommissioning of the device and ensure all university data is handled according to NCSU retention policies.

Priority Replacement When departmental funding is limited, priority is given to systems that cannot run the latest version of Windows or macOS. If hardware cannot support a version of the OS currently receiving security patches, the system must be retired to remain compliant with NCSU Policies & Regulations.