The Computer Replacement Program (CRP) is a program implemented by ITS to ensure that the technology at USD stays modern, secure, and supported. A device enrolled in the CRP is replaced automatically, at no cost to the department, every 5 years.
Additionally, all CRP computers are fully supported, configured, and deployed by ITS, guaranteeing the highest level of compatibility with USD systems and applications. By using a USD-provided CRP computer, users agree to comply by the technology Responsible Use policy and the CRP Guidelines.
Standard computer brands at USD include Lenovo ThinkCentre desktops, Lenovo ThinkPad laptops, and Apple computers.
Requirements and Restrictions
Purchasing Policy 2.10.2
Please note all desktops and laptops must be ordered through ITS or be given ITS approval, per Purchasing Policy 2.10.2. Please email crp@sandiego.edu for more information.
You must meet the following two criteria in order to be eligible for a computer through the Computer Replacement Program at USD:
- You must be a permanent, benefits-based administrator or staff employee, or a tenured or tenure-track faculty member.
- Your current computer is at minimum five years old. If you are not sure of the age of your computer, please contact the ITS Help Desk and provide your computer barcode.
If you meet these criteria, then please review our Replacement Procedures for information on selecting and requesting your new computer.
The program only funds one computer per eligible employee. Other system(s), either because the employee is not eligible for a CRP-enrolled computer or because the equipment is not old enough for replacement, must be funded directly through the employee's department.
Please note that under this program, computers are assigned to the benefits-based position, not the employee. Computers CANNOT be swapped unless ITS approves. This is extremely important, as we must be able to easily locate computers when the device is ready for retirement. This also guarantees that each position will receive a new computer at the end of the cycle.
Computers are the property of the university. If a faculty or staff member leaves the university, the CRP computer assigned to them must be returned to ITS shortly after the person’s last day. We will reset the device, update our inventory, and reassign the device if the position is to be replaced by another person. If a faculty member is departing the university, the computer must be turned into ITS as all new faculty members will receive new computer of their choice. ITS will contact the departing employee's supervisor regarding the status of the position and computer.
The program also covers the professional workstations provided in public computer labs and instructional classrooms and labs. Requests for workstations for new classrooms or public labs must be approved by the appropriate Dean and Provost or by the appropriate vice president, since those facilities must be part of a programmatic development within the departments, schools, or college.
Computers for self-funded departments are not eligible for replacement or purchase through the program. Auxiliary Services departments are not covered by the Computer Replacement Program.
Servers cannot be replaced as part of this program and must be requested as with other capital equipment requests. All other requests and inquiries will be handled on a case-by-case basis.
Frequently Asked Questions
You are eligible for a new computer if you are a permanent, benefits-based USD employee (full-time or part time) or a tenured/tenure-track professor and your current computer is at least three years old. These computers are typically leased. If you are not sure of your computer's age, please contact crp@sandiego.edu with the system's serial number. ITS can look up the product information for you, including purchase date. Employees of Auxiliary, Self-Funded, and Incentive Organizations are not eligible through the replacement program. Student workers, casual workers and temps are also ineligible.
When filling out an application for a new leased computer, you must check off that you agree with the Acceptance Statement for USD Leased Computers.
ITS can send a technician to your office to assess the situation. Please call the ITS Help Desk at extension 7900 to schedule an appointment, or email help@sandiego.edu and a ticket will automatically be generated for you. Since all computers purchased through the replacement program have a three-year warranty, we will be able to order a replacement part for the malfunctioning system.
If your work requires options not specified in our standard computer configuration, then you will need to complete a detailed listing of why you need an extra capability. Space is provided on your request form for such explanations. Extra options are subject to approval from your area’s representative. If you are unsure if you require other options, notify your area technician.
Please note that you will need to provide your department's POETS code to cover any expenses not covered by the replacement program. ITS will cover the entire cost of the standard computers only.
All systems will have an operating system, Microsoft Office, Internet Explorer, Acrobat Reader, QuickTime, and Symantec Anti-Virus preinstalled. Additional software is not provided through the program. Please visit ITS' Software website for information on software that is available for usage through ITS, or for guidelines on purchasing software through your department.
After you complete your request form, several factors affect how long you might wait for your new computer to arrive to your office. You must submit your request form to your area representative, who will approve or not approve the request and any extra capabilities you request. The request form is then forwarded to ITS, and the equipment is ordered. We often times order in bulk for discounting purposes, so we get a good stack together before placing an order. Equipment normally takes one to two weeks to arrive to campus, depending on the vendor, and set up normally takes two to three weeks depending on technician workload. Turnaround time between your request and a computer arrive is normally one to two months.
ITS is happy to provide consultations on what equipment best meets your work needs. In fact, we prefer that you meet with one of our technicians before placing your order so that all parties can be sure that you are receiving the best possible equipment for your job type or function. Please call the ITS Help Desk at extension 7900 to schedule an appointment.
A limited supply of recycled computers is available. Please fill out a recycled computer request form to receive a recycled machine. Departments may also purchase computers with their own funds. Please fill out a request for a quote.
At no time is it permissible to exchange equipment with other co-workers or other departments. We inventory machines by employee name and computer serial number and exchanging equipment makes it difficult for us to locate and collect equipment when it is needed for return.
If the system is a DELL, then you will have a seven-digit service tag number located on the back of the computer. If you have an AMEC computer, then the serial number will be on the back of the CPU in the form of A99xxxx. HP's, Apples, Sony, and others will also normally have their serial numbers located on the back, or the base, of the computer. If you are unable to locate the serial number through a quick visual check, please contact our ITS Help Desk at extension 7900.
ITS maintains a comprehensive inventory of all computers purchased throughout the campus. It is very likely we have your computer's information, including the purchase date, in our computer inventory. If we do not, the system's serial number will allow us to find that information either online or over the phone with the system's vendor.
If a faculty member or employee is leaving the university (or taking a long unpaid Leave of Absence), the USD-owned desktop or laptop they have been assigned to must remain with the university. Before the faculty member or employee’s last day of work, the department should notify their area technician that the person is leaving. Any file transfers or other work can be done by the technician at that time.
Computers in general can remain in the office if the person will be replaced, since computers are assigned per position, not employee. If the position will not be filled, the computer must be turned back into ITS. In the case of faculty members, the computers (especially laptops) must be turned back into ITS, since if a new faculty member is hired, they mostly likely will have a different computer preference. There are some cases where a desktop can remain for a new faculty member, but in general, a new computer is provided for all new faculty. It is important that your area technician be contacted when a faculty member is leaving, so that proper file transfer of any personal or research files is completed beforehand.
For computers that are not part of the computer replacement program and were purchased by department or grant funds, or are recycled computers, these can remain within your offices indefinitely. However, if you wish for them to be replaced at any point with your own funds or through the recycled computer program, the old computer must be turned into ITS for proper use or disposal.