CalArts IT provides standard computer equipment for new staff based on the needs of the role and current IT-supported configurations.
This article explains how new staff computer requests are submitted, what standard equipment is provided, when departments may cover additional costs, and how staff computer replacements are handled. Faculty computer requests follow the Faculty Laptop Program.
Who This Applies To
This article applies to new staff computer requests. Faculty computer requests are handled through the Faculty Laptop Program and may follow a separate review, approval, and replacement process.
Standard Computer Options
New staff computers are typically Windows or Mac laptops, based on the needs of the role and the request submitted by the hiring manager or department. The hiring manager or department should select the appropriate platform when submitting the request.
Current Standard Configurations
Standard IT-supported configurations may change based on availability, support requirements, and institutional standards. The current Windows standard is typically a Dell Latitude laptop with an Intel Core i5 processor, 32 GB RAM, and a 500 GB SSD. The current Mac standard is typically a MacBook Pro laptop with 24 GB unified memory and a 512 GB SSD. If a position requires higher specifications, include that need in the request.
Standard Equipment Package
A standard new staff computer package includes a laptop, charger, keyboard, mouse, and monitor. Docks, adapters, and other accessories may be provided when needed for the role or workstation setup.
Requesting a New Staff Computer
Departments should submit requests through the Service Catalog as early as possible to allow time for review, ordering, configuration, and setup. Include the staff member’s name, start date, department or school, role, preferred Windows or Mac platform, any custom configuration needs, and any workstation or accessory needs.
Purchasing and Cost Responsibility
IT covers the standard configuration for new staff computers. The department or school is responsible for approved upgrades, custom configurations, or specialized needs beyond the standard IT-supported configuration. Departments should work with IT before purchasing any employee computer so IT can confirm compatibility, supportability, security, purchasing, and asset-tracking requirements.
Custom Configuration Requests
If a role requires a setup beyond the standard configuration, include the requirements in the Service Catalog request. IT will review whether the request is needed, supportable, and available. Custom configurations can include additional memory or storage, a higher-end processor, a different monitor setup, specialized accessories, or role-specific software. Approved additional costs may be charged to the department or school.
Staff Computer Replacement Cycle
Staff computers are generally reviewed for replacement on a four-year cycle. Replacement is not automatic at four years; IT evaluates the device’s age, condition, performance, security and support requirements, current inventory, and institutional priorities.
Replacement Process
IT initiates staff computer replacement during lifecycle review. When a computer is replaced, the old computer must be returned to IT. IT evaluates the returned computer to determine whether it can be reused, recycled, or retired. Departments and employees should not keep replaced computers as backups unless IT has specifically approved an exception.
Important Notes
Standard configurations, available models, and inventory may change over time. IT will provide the most appropriate supported device based on the role, current standards, and availability.
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