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IT Equipment for Staff

Staff may be eligible for a variety of IT equipment from either central IT funding, or via purchase by your department. To find out what equipment you are eligible for from central IT funding, please see our computer replacement policy below, or read through our set of FAQs further down the page.

Computer Replacement Policy

Please see below for a set of frequently asked questions for new IT equipment and replacement equipment. If you are unable to find the information you need, please log a ticket with the Service Desk using the button below, or by emailing helpdesk@stmarys.ac.uk

Launch IT Helpdesk - Log a ticket


FAQs

New roles

If a new role has been created in addition to the existing headcount in the department, staff are entitled to a new laptop and a flexible working bundle, which includes:

  • 24" Monitor
  • Docking Station
  • USB Headset
  • USB keyboard and mouse

The flexible working bundle will be installed in an office on site for the new staff member to use. If the new staff member has been approved for flexible/remote working with Human Resources, then the bundle can be used at home.

IT Order Request Form

Part-time staff

Staff members who are on 0.5 FTE hours or less are not entitled to IT equipment from central IT funding. If a laptop or PC is required, this will be chargable to the department cost code.

Existing roles

If the new staff member is replacing a former staff member, or if an old role has been reworked into a new role, then the new staff member should be assigned the equipment from the previous role holder. If this is a desktop PC which has been upgraded to an SSD and 8GB RAM, then the new staff member is not entitled to a replacement laptop. If a laptop is required for the role, the department can place an order with the Service Desk for a laptop and flexible working bundle to be charged to the department cost code.

Yes, if your desktop PC is over 5 years old and hasn't been upgraded to include an SSD and 8GB RAM, you can swap your desktop PC for a laptop and docking station.

If your desktop PC has already been upgraded within the last 5 years to include an SSD and 8GB of RAM, your PC is still servicable and not eligible for a replacement. If you are unsure if your PC has an SSD or 8GB RAM please contact the Service Desk who can confirm.

If you require a laptop for your role, your department can place an order with the Service Desk for a laptop and flexible working bundle to be charged to the department cost code.

IT Order Request Form

Yes - if you have had confirmation from Human Resources and your Line Manager that you be will working from home you are entitled to a laptop and flexible working bundle.

The laptop will replace your desktop PC on campus which will be removed by IT.

IT Order Request Form

Centrally funded equipment is available if you have been approved for Flexible Working with Human Resources and your line manager.

If you are working from home but have not been approved for Flexible Working, you can still request a laptop and flexible working bundle, however this will likely be charged to your department cost code.

IT Order Request Form

In the following scenarios you will not have to pay for a laptop:

  • If you are a new starter in a new role. The new role needs to be in addition to the existing headcount of the department and not a restructured existing job role.
  • If you have a desktop PC which is older than 5 years and has not been upgraded with an SSD or 8GB RAM.
  • If you have been approved for flexible working with Human Resources and your line manager and need to work from home.

Your department will need to pay for a laptop for the following scenarios:

  • If your Full Time Equivalent hours are 0.5 or less and you require a laptop for your role.
  • If you have a desktop PC that is less than 5 years old, and you need an additional laptop.
  • If you have a desktop PC over 5 years old which has been upgraded with an SSD and 8GB RAM, and you need a replacement or additional laptop.
  • If you are replacing an existing staff member who has an upgraded desktop PC, and the role requires a laptop.
  • If you require a laptop that is more expensive than the standard laptop costs purchased by IT. Please contact the Service Desk if you require a specific laptop model or specification.
  • If a laptop is required for project-funded staff - in these scenarios the project budget should be used to fund the laptop.

Staff members who have a laptop are entitled to one of each the following:

  • 24" Monitor
  • Docking Station
  • USB Headset
  • USB keyboard and mouse

These can be moved between the office and home. If you require a full bundle at home and in the office, your department can raise an order for another bundle which will be charged to the department cost code.

IT Order Request Form

Please submit a request for a laptop and flexible working bundle via the IT Order form below:

IT Order Request Form

All university equipment will need to be returned to the Service Desk when you leave the university. If you have written approval from HR that you can keep your laptop when you leave, the laptop will need to be wiped to remove St Mary's software and can then be returned to you to keep.

Yes, equipment can be reassigned between staff members where needed. Please return the laptop to the Service Desk who will update it and reassign it to the new staff member.