Policy for Funding the Acquisition and Support of University Workstations
All workstations will be purchased or leased through Information Services.
Workstations for Employees Counted in Head Count (2025 Jan)
The IT Division maintains a central fund to replace workstations for employees included in the headcount provided by the CFO and HR. The fund covers an optimal laptop computer with standard campus software installed. Any computer that is requested and costs more than our basic Windows laptop will require the department to supply funding for the added cost. In the list below, it will specifically call out replacement cycles for each type.
- Faculty and Staff (receives new devices, 4-year replacement cycle)
- Instructor workstations in general assignment classrooms (receive new devices, 4-year replacement cycle)
- Student Employees / Graduate Assistants (receive 4-year-old devices, replacement before 6-years of age)
- Ad Hocs / LTE / Temp Employees (receive 4-year-old devices, replacement before 6-years of age)
Workstations for Employees Not Counted in Head Count
- New positions added between headcount updates
- 2nd Computers
- Research Computers
- Streaming Computers
- Non-UWGB employee computers
- Fusion computers
- Contract employee computers
- Affiliate computers
- Vendor computers
- Point of Sale computers
- Shared computers (multi-use)
- Department checkout laptops
- Lab computers - non-general access
- Classroom computers - non-general access
- Emeriti computers
- Kiosk computers
- Conference Room computers
- Digital Signage computers
Additional charges for the following will be the responsibility of the department, regardless of funding or employee type:
- Macs - the department pays the difference between a basic Windows laptop and a Mac (if the employee is included in the headcount)
- Special Windows computers - the department pays the difference between a basic Windows laptop and the Special Windows computer cost (if the employee is included in the headcount)
- When new computers or Macs are requested for Student Employees / Graduate Assistants / Ad Hocs / LTEs / Temp Employees, the department pays the full amount
- Larger than 24" and/or more than 2 monitors (if the employee is included in the headcount)
- Printers, scanners, and other peripherals
- Additional cables
- Other customizations
***Approved by the CFO, Kent Bond, July 1st, 2025
*** Headcounts are updated every 5 years
Funding Summary Chart
| Funding |
Description |
Support Subscription |
| Central |
Employees counted in the headcount (Jan 2025) |
Complete - Covered by Central |
| Dept FS |
Research, Non-UWGB employee, Streaming, Fusion, Contract employee, Shared, Dept Checkout, Vacant, Patron, computers |
Complete |
| Dept LS |
Ticketing, Kiosks, POS, Emeriti, Conference Room, Lab, Classroom computers |
Limited |
| Dept NS |
Student Employee / Graduate Assistant / Ad Hoc / LTE / Temp Employee computers that are new computers (requested by dept) or Macs |
No Fee |
| Dept 2 |
The 2nd / 3rd / 4th / ect computer for employees funded from all funds (Can include LTE, Ad Hoc, Student Employees, Graduate Assistants, Contract) |
Complete |
| Grant 2 |
The 2nd / 3rd / 4th / ect computer for employees funded from funds 0133, 0144, this can also be a fund type for non-grant employees who pay for a computer with a grant to have a second computer
|
Complete |
| Grant LS |
This is for computers purchased using a grant fund (133, 144) but are not used by faculty or staff. This is for student loaner laptops (SAAS) |
Limited |
| Recycle NS |
Computer for Ad Hocs, Student Employees, Graduate Students, student services labs, Facilities recycled PCs |
No Fee |
| Lab Mod/LIFT |
Labs approved and funded by Lab Mod/LIFT |
Limited |
| Tech Fee |
Labs funded by Tech Fee (IT Decision) |
Limited |
| Distance Education |
Classrooms funded by Distance Ed funds (IT Decision) |
Limited |