The purpose of this policy is to outline the process by which Teachers College, Columbia University (the “College”) acquires, replaces, and disposes of computer hardware equipment as well as the purchasing of desktop computers and laptops for faculty and staff.
This policy applies to all students, staff, faculty members, officers, employees, and affiliates of Teachers College, Columbia University, including extended learning sites, guests, tenants, visitors, contractors, consultants, vendors, individuals authorized by affiliated institutions and organizations, and all others granted use of and/or access to Teachers College, Columbia University technology resources and data.
All computer equipment purchases must be requested through the Service Desk via the portal Service Desk system before any purchases are made to ensure that all procedures and standards are consistent with the policies of Teachers College. Teachers College has standardized computer configurations with both Dell and Apple.
Standard Computer Configurations:
A standard configuration is established by TCIT on an annual basis, or more frequently if needed. Any upgrades to the hardware configuration beyond the scope of the standard configuration will be charged to the requesting department’s identified funding source.
Standard Device Package:
Submitting Request and Placing Order
All computer equipment purchases outside the standard configuration listed in Unimarket must be requested through the Service Desk via the service portal before any purchases are made. After the request is verified and certified by TCIT, and a quote is generated, the requestor can then begin to create a requisition through Unimarket. Purchasing and TCIT will support the requestor through this process.
Please note: When requesting a computer that doesn’t have Teachers College standard configuration, the requestor will have to provide additional justification/reasons for the requested configuration.
Receiving and accepting the order:
As is current College policy all computer equipment and any additional peripheral device need to be delivered to Shipping and Receiving at:
502 West 121st Street
Russell Hall Basement
New York, NY 10027-6696
Shipping and Receiving will tag Computers and other Peripheral Devices and enter them in the College’s asset management database. The device will then be delivered to the Service Desk to install the standard software.
During the receiving process, the TCIT Service Desk will make sure that:
Tagging Fixed Assets
Shipping and Receiving will receive confirmation from the TCIT Service Desk that the order conforms to the purchase order requirements and other relevant documents. Shipping and Receiving will ensure asset tags are affixed to the equipment in accordance with the College’s policy governing fixed assets.
Please note: all Computers and Peripheral Devices regardless of funding source, (College operating, Grant, or Gift funds) will be tagged, per the College’s policy governing fixed assets and will become Teachers College property to ensure the timely replacement of outdated equipment and proper maintenance by the TC Service Desk.
Computer Replacement Cycle:
Full-time faculty and staff positions will be assigned one primary computer as required by job function. The computer assigned to a user as their primary system will be the machine covered under the Computer Replacement Cycle. Those users with non-primary computers may either be upgraded out of the TCIT computer redistribution pool if available or by departmental funds.
The general guidelines for replacement of primary systems are:
Disposal of Computers and Peripherals:
Computers and computer parts that can no longer be supported by the Service Desk or are no longer supported by the manufacturer must be discarded. These machines are a security risk to the College. TCIT will work with users to save the data, provide an upgraded machine and wipe the data off the PC or Mac. The machine will be disposed of in an environmentally friendly manner. The following procedure should be followed:
Responsible Office: Teachers College Information Technology
Effective Date: February 1, 2021
Last Updated: January 15, 2021