Computer Life Cycle Replacement Project Information

I.   Introduction

II.  Program Highlights and Objectives

III. Questions and Answers 

IV. Request Replacement

V.  Updates

I. Introduction

The Computer Life Cycle Replacement Project launched during Summer 2023 as a new university-wide program for faculty and staff with the purpose of supporting UTRGV’s mission and goal of achieving greater efficiency in service delivery by ensuring all employees have modern computing platforms for performing essential work-related duties.  This is a one-time replacement to allow departments to plan for any future technology-related expenses. Please review the Program Highlights and Objectives and Q&As below. 

This article will be updated as the program develops.

II. Program Highlights and Objectives

• Prioritize replacement of older standard office computers that are currently in service, over a six-year period. 
• An employee can only receive one computer replacement over the life of this program.
• Prioritize replacing Windows computers that do not meet the requirements to run Windows 11 
• Employees must turn in all outdated computers in their possession to receive one new computer through this program.  Any computer that an employee/custodian wants to keep, must be approved and be eligible for future OS upgrades (Windows 11, latest MAC OS, etc.).   Any additional computers must be purchased by the department. 
• Faculty, remote, and hybrid staff will be issued a laptop with a hub monitor as the primary computing device. 
• On-campus staff will be issued a standard desktop unless supervisor requests a laptop for the staff member. 
• An exception request is available for employees needing a computer with higher specifications than the standard replacement.*
• Employees will be notified when they have a computer eligible for replacement.   
• Part-time staff, faculty, and student worker computers will be replaced at a ratio of 1 computer per 2 workers. 
• This article will be updated as the program develops.  For questions or concerns, contact lcr@utrgv.edu.  

III. Questions and Answers 

• Do I need to contact IT to request a computer replacement?

  • Employees with computers that meet the eligibility criteria can submit a request using the orange banner in this article. 

  • Requests will be reviewed by IT personnel and a notification will be sent to employees with further instructions. 

• Will IT move my data files to the new computer?

  • No.  Due to the size of this project, IT will not move data files.  Please ensure your work files are automatically syncing to your UTRGV OneDrive.

• Which computers qualify for a replacement? 

  • UTRGV-owned computers that are currently in service** and managed by IT.

  • Computers actively used by UTRGV employees (full-time or part-time).

  • Computers that are used by students (non-employees), guests, or other non-affiliated users do not qualify for replacement.
  • Computers in classrooms and private conference rooms do not qualify for replacement. 

• Can departments be reimbursed for computers they purchased in the past, prior to the start of this project?

  • No. This program starts will fund computer replacements for eligible computers for six years.  Thereafter, departments must resume funding their own computer replacements.  There is no funding available for prior years.

• Can new employees receive a computer from this project? 

• This program does not cover initial employee computer purchases.  These need to continue to be funded by the departments.   

• Can the older computer be reallocated? 

• No. To receive a replacement computer, the older computer that is eligible for replacement must be relinquished to IT. The storage drive will be destroyed and then the computer will be sent to surplus. 

• How will exception requests be handled? 

• Standard computers are being purchased for this project in bulk, and any exception to this configuration will require the requesting department to partially fund the purchase of a non-standard computer through iShop. Upon receiving email confirmation that your computer is eligible, please let IT staff know if you need to request an exception.

• If there is not cost for the computer, why is the department's cost center required on the request form?

  • In order to provide accurate reporting to the UTRGV Administration on the allocation of all new assets deployed through this program, we kindly ask that you provide the Cost Center and Department numbers in order to receive a replacement. While this information is mandatory, IT will not use it to charge departments for the cost of the PC, unless an exception is requested. 

• Please review the attached file for information about LCR standard models.

IV. Request Replacement

V. Updates

6/19/23 - IT is now replacing computers.

6/2/23 - The first batch of new computers has arrived to campus. IT has started notifying users of qualifying computers via email to prepare for replacement. 

4/24/23 - An initial order of new computers has been placed with the vendor. IT is currently working with vendor on finalizing details before orders can begin shipping.

2/21/23 - The award and administration of the bid is wrapping up.  The next stages include updating the iTech store vendor tile in iShop and working with the vendor to set up requested special services (computer imaging and updating, asset tagging, etc.).   IT will begin contacting applicable departments/users within the next few months to arrange for computer replacements.

* For exception requests, departments will be responsible for covering the difference in price from the LCR Standard model. For questions, please send a message to lcr@utrgv.edu.

** A computer is considered to be "in service" if it has been reported as found in the latest inventory certification sent to UTRGV Assets Management. Department/employee must be in physical possession of the computer at the time of replacement.