Computing Device Life Cycle Policy

Responsible Unit: Technology Services | Executive lead: CIO 
Created: 12/2017 | Reviewed/Revised: 2/5/2018, 4/25/2023 | Effective: 5/1/2023 
Compliance: NWCCU 2.I.1 
Approving Body: PAC | Classification: Institution-wide 

Policy:
Computing devices at PNWU have a life cycle that includes purchasing, replacements, and disposal. 
  
Purchasing 

  • Computing devices for new positions will be funded by departmental funds. 
  • Departments may choose devices from a list provided by Technology Services (TS). Options will include desktops, laptops, and tablets that meet TS support requirements and reflect negotiated organizational discounts. 
  • Individuals requiring unique and/or high-cost devices not offered by TS will get authorization from the Chief Information Officer before purchase. 
  • Purchasing department will maintain a database of devices, serial numbers, current owner/users, and purchase dates to be used in replacement and disposal decisions. 

Replacements 

  • Devices will be replaced on an approximate four year cycle. 
  • TS will purchase replacements or provide appropriate upgraded components to primary computing device based on available funds. 
  • Unique and/or high-cost replacement requirements that exceed available funds will be purchased at departmental expense. 
  • Additional devices, such as tablets, will be paid for by department. 

End-of-Life Disposal 

  • After devices are replaced, it will be TS’s discretion to use them for public workstations, loaners, or meeting some other institutional need. 
  • Equipment determined to have no further value will be wiped of any PNWU data and be disposed of or recycled using a contracted provider. 
  • Cost of disposal or income received from recycling will come from replacement device fund or be used to supplement it. 
  • End-of-life devices purchased with PNWU funds will not be available for personal use or purchase. 

Definitions: 
Computing device, in the context of this policy, is the primary computer used by PNWU staff, either a desktop or laptop.  

Procedure: 
Device purchasing process 
Replacement process 
Disposal process  

Related documents: 
N/A 

Policy Resources

For assistance with policies and procedures contact:

Lori Fulton
lfulton@pnwu.edu