Computer Replacement Program
Computer replacement is offered for all H&S faculty and staff at 50% FTE or higher, and lecturers with a recurring appointment.
If you understand and agree to the guidelines below, please fill out the hardware replacement request form:
Key Information
- Who is eligible? H&S faculty, staff, and postdocs who are employed at 50% FTE or more.
- Funding limits: The program provides up to $3,100 every 42 months for faculty and staff. Postdocs receive 50% of the purchase cost, up to $1,550.
- What equipment is included? The program covers one laptop or desktop computer and essential peripherals like monitors, keyboards, and mice.
Program Guidelines
- All purchases should be made through Stanford procurement (not via reimbursement or PCard). Exceptions must be pre-approved by the Dean’s office.
- All computers and peripherals purchased through the program are the property of Stanford University and must be returned when a new computer is purchased or when the staff or faculty member leaves H&S.
Computer Purchases
- Faculty and Staff: H&S will cover all costs for one computer and necessary peripherals (e.g., monitor, keyboard, mouse, hub, cables, webcam, headset, microphone, etc.) up to $3,100 every 42 months.
- Postdocs: H&S will cover 50% of costs up to $1550. The other 50% must be covered by a PTA. This cannot be paid directly by the postdoc.
Note: Standard computer models are preferred. Non-standard laptops and desktops can take 3-4 weeks. Lead times are dependent on when machines arrive from overseas and the availability of our computer resource consultants to encrypt and deliver the machine.
Peripheral Purchases
- Standard peripherals (such as monitors, keyboards, mice, and adapters) are covered, according to cost limits.
- Multiple peripherals can be purchased (including multiple of the same type of accessory, such as keyboards, mice, etc.), but quantity is limited to a "reasonable" amount to meet job responsibilities.
- Printers are excluded from this program.
Full-time remote staff are eligible for home peripherals. Telecommuters are financially responsible for the peripherals they use at home. Faculty may purchase peripherals for home use on discretionary funds.
New Faculty Computer Purchases
- Initial purchase for new faculty members is covered out of startup funds.
- Replacement computers (starting after 42 months) are covered through H&S funds.
- Additional systems can be purchased on faculty discretionary, department, or research funds as appropriate at the discretion of the department or faculty member.
Purchase Process
Identify equipment that is ready for replacement under this program, and complete the request form. Upon approval, a CRC consultant will reach out for consultation.
Old Equipment Disposal
Process
Once a CRC consultant has successfully deployed the new computer, they will remove the old Stanford-owned computer. They will store the old machine for two weeks (on the rare occasion that you need to access your it), then proceed with the mandatory disposal process where Stanford Surplus securely wipes the computer before reselling the machine.
Why dispose old computers
The desktop support service H&S IT provides to the school is based on the number of computers supported by the CRC desktop support team. To help control costs and maintain our level of service, we try to minimize the growth of Stanford-owned computers that need to be supported.