End user device provision
IT Services provides all staff and postgraduate research students with an appropriate primary end user device (and associated peripherals) as required for their role.
This ensures:
- Users have access to the most appropriate IT equipment to enable them in achieving the strategic goals of the University
- Deployment of IT equipment is streamlined allowing for quicker turnaround times and a smoother experience for users.
- The University orders all IT related items through suppliers via an approved procurement route and delivers value for money.
An end user device refers to the hardware that people use to interact with data and applications such as a desktop, laptop or tablet PC. Peripherals include any external device that provides input and output such as monitors, keyboards, mice and headsets.
Standard end user devices are supplied from a stock maintained by IT Services or purchased as necessary from registered University suppliers. All IT equipment is owned centrally and must be returned to IT Services when no longer required for reuse or disposal.
Equipment deployed from IT Services may be new or previously used. Any previously used equipment will be fully supported by IT Services, within its lifespan and checked before reissue.
There have been changes to the deployment of PC monitors from IT Services to end users. For more information please click here.
To raise a request for IT equipment, please see the guidance here.
For further information on the management of end user devices, please see the sections below.
IT Services will deploy IT equipment to users on or off campus. Equipment can be collected from collection points on the Streatham, St Lukes or Penryn campuses, or delivered to an on or off campus location. Deployment of standard catalogue items will be achieved within 5 working days of the request being placed.
Due to the academic year, there are busier periods for requesting IT equipment. IT Services requests that as much notice as possible is given to help manage this increased demand.
The configuration of all end user devices is managed by IT Services. All devices (whether they Windows, Apple Mac or Linux operating systems) will have management tools in place to ensure they comply with the Universities information governance and security policies. Devices may include restrictions to ensure compliance, such as user access restrictions to comply with the University Access Management Policy. This includes having a standard user role by default, including all managed Windows, Apple Mac or Linux devices.
Wherever possible, IT Services will provide a equivalent user experience across all managed devices and at all times suitable for the role. Where there are differences in experience, it will be communicated to users clearly.
For more information on how applications are made available on managed devices please visit the Software Service Catalogue.
Funding is centrally held for any new or replacement end user devices and associated peripherals. Funding covers users across all faculties and professional services. Where equipment requests are not for a primary users device, funding will need to be supplied from a department budget.
In some cases, the central funding available per request may be capped with additional funding required to top up. This will be handled on a case by case basis where particularly high value non-standard user devices or peripherals are requested.
All end user devices will be replaced at the end of their lifespan by IT Services. Exceptions will include any devices out of the scope of centralised funding or funded from grants. Refreshing devices ensures that equipment stays secure (supporting all the latest updates) and supportable from IT Services. It also ensures equipment is aligned to current standards and technologies.
IT Services maintains records of all end user devices and their users. IT Services will operate a refresh program identifying equipment that has reached the end of its lifespan and organise replacement. Where early replacement or an alternative specification is required, a technical evaluation request will need to be completed to confirm this.
No IT equipment can be excluded from refresh when it reaches the end of its lifespan.
The lifespan of IT equipment may be partly/fully covered by third party warranties. Third party warranty cover will be continually reviewed by IT Services to ensure best value to the University. These third party warranties are factored in to the full lifespan of a device.
IT Services uses the following refresh cycle for end user devices and peripherals:
|
Windows Laptops/PCs |
|
| Standard Windows Laptop | 6 years |
| High Performance Windows Laptop | 6 years |
| Standard Windows Desktop | 6 years |
| High Performance Windows Desktop | 6 years |
| Windows Tablets | 6 years |
| Apple Laptops, tablets & peripherals | |
| Macbooks | 6 years |
| Mac Minis | 6 years |
| IPads | 6 years* |
| Peripherals and Accessories | |
| PC Monitor (24” and 27”) | 7 years |
| UoE Laptop Docks (Portable and full version) | 7 years |
| Laptop backpack/Carry case | At user request |
| Smaller peripherals, e.g. Keyboard, mouse (incl. Apple), webcam, headset | At user request** |
*Recognised the earlier refresh might be required if battery life is severely degraded prior to 6 years and if device is critical to role
** Peripherals will only be refreshed if either non-functional or cannot be cleaned to acceptable standard
All IT equipment remains the property of the University of Exeter and must be returned to IT Services when users leave the organisation or the equipment is no longer required. It is the responsibility of line managers to ensure employee’s IT hardware is returned.
Returned IT equipment still within it’s lifespan will be checked, wiped and returned into stock for reissue. To arrange a return of IT equipment please visit the IT Service Desk here.
For full details please see the IT Services End User Device procurement OLA IT EUD OLA 2.0.