Body
Issue
- My university computer is old, and I need to know when it will be replaced.
- What happens to my old computer after it is replaced?
- I have a university computer I no longer need and want to get rid of it.
- Can I keep or give away my old work computer?
- How do I dispose of or recycle university-owned equipment?
- Is my data safe once my old computer is taken away?
Environment
- Computing and Technology Services (CTS) Technology Life Cycle
Resolution
Understand the Replacement Cycle
- University computers are replaced on a 4- or 5-year cycle, based on the equipment warranty and in consultation with CTS.
- Replacement keeps computers under warranty, supported by the vendor, and compliant with the university’s security and operating system requirements.
- Computers that can no longer meet operating system support or patching standards must be replaced or recycled.
- For full details, see the Computer Purchase and Replacement Service Requirements.
Dispose of University-Owned Equipment
- Do not throw away, recycle, sell, or give away university equipment on your own. All equipment purchased with university funds remains university property until CTS disposes of or resells it.
- Submit a ticket through the Service - Computer Hardware Pickup (F... to coordinate disposal with CTS.
- CTS will collect the equipment and determine whether it will be resold or recycled.
Note: Equipment cannot be gifted to university members unless approved in writing by both Finance and Business and CTS.
Return Equipment When Leaving the University
- Return all university-owned equipment, software, and data before leaving the University.
- Failure to return equipment may result in legal action or require you to reimburse the University for the value of the items.
What Happens to Equipment Eligible for Resale
Computers that can run a current, supported operating system, work reliably, and are in acceptable physical condition may be sold through the CTS Tech Hub Used Computer Sale. Before resale, CTS:
- Removes the computer from university device management and administrative systems.
- Securely removes all university data and user information.
- Restores the computer to factory settings, where appropriate, and installs a clean operating system.
- Removes university-licensed software and institutional configurations.
- Evaluates the computer to set a fair market price.
- Offers the computer for sale and transfers ownership to the purchaser.
What Happens to Equipment Designated for Recycling
Computers that do not qualify for resale are responsibly recycled. Before transferring to a recycling provider, CTS:
- Sanitizes the storage device using data-erasure procedures, when technically feasible.
- Formats the device and replaces the operating system with a clean installation, where possible.
- Physically removes the hard drive or storage device if it cannot be accessed or reliably sanitized through software.
- Removes the computer from university management and administrative systems.
- Transfers the equipment to an approved electronics recycling partner: Evolution E-Cycling (R2v3 and RIOS certified) or Goodwill Industries.
How Removed Storage Devices Are Destroyed
- Storage devices that cannot be reliably sanitized are cataloged.
- The devices are transferred to Evolution E-Cycling for certified shredding, so no university or personal data can be recovered.