IT Services manage the full life cycle of IT hardware for the following Professional Support Services and academic departments and ensure that staff have access to one primary device that is up-to-date and fit for purpose.
Departments that can use the End-to-End Service
From 1 August 2022:
From Q3 2022:
From 1 August 2023: IT Services will look to onboard all other academic departments
The End-to-End IT service (E2E) replaces devices every five years to ensure staff are using up-to-date technology to support them in their work.
IT Services record each device and assigned user in an asset management system. IT Services will arrange removal and secure disposal of (or repurpose) old equipment.
All staff devices must be requested via the E2E service and will be configured with the IT Services managed build by default.
E2E applies to any University owned device that is a staff member’s primary device (once your department is using the End-to-End service).
The following are not covered by the programme:
It is the responsibility of the department to source funding for replacement costs of non-E2E devices. These devices will still be audited by the E2E process and recorded in the asset management system.
The University strategy for replacing staff devices is to employ a rolling five year* replacement process.
This includes replacement of the following:
*If your device is still performing as required and the hardware remains supported, then we may look to extend the replacement of the device on a case by case basis.
All devices will be configured with the IT Services managed Windows build by default.
If you require a Mac or Linux device we will provide the IT Services managed build.
Internal staff moves
The majority of staff will be allocated a standard laptop. If a member of staff changes roles, the device and peripherals will stay with them when they change roles.
The exception is where a staff member has been provided with a non-standard device based on the specific needs of a technical role and they move to a role which requires a standard laptop. In this scenario the non-standard device will stay within the existing team and a new/repurposed standard device will be provided for the new role.
For new starters who are joining from outside of the University:
Devices should not be transferred from one user to another without intervention from IT Services; this is to ensure the device is appropriately cleaned and the asset register and user details updated. Please contact email@example.com to ensure the device is allocated to the correct user.
Where staff leave and are not being replaced, their IT equipment should be returned to IT Services for reuse.
There will be instances where a staff member has multiple devices assigned to them. In such cases, only one of these will be considered as their primary device. All other listed devices will be marked as non-E2E eligible. At the time of renewal IT Services may contact an individual with a view to consolidating equipment and so reduce the IT estate and support overheads.
Peripheral devices such as monitors, keyboards, mice and docking stations are not usually replaced on a rolling basis. However, should any of these peripheral items develop a fault or is unfit for purpose during the product’s lifecycle, they will be replaced under E2E.
By default E2E will purchase desktops and laptops from the current preferred suppliers.
There is one standard model and specification for desktop PCs:
We provide laptops based on role requirements. By default, the standard “recommended” model will be provided:
Requests for new devices can be made using our online form:
If you have a specialist need for a MacBook, ie to use specialist software, we may consider purchasing one. Please complete this form, and raise a request (see Ordering tab).
iMac, Mac Mini and Mac Pro computers are not available through E2E. If you wish to purchase these please see Requests for non-standard devices, multiple devices and peripherals below.
Standard desktops include two screens, a Microsoft keyboard and a mouse.
Standard laptops include a choice of x2 24” monitors, or a single widescreen 34” monitor (both options docking capabilities), a wired keyboard and mouse.
MacBooks include a single widescreen 34" docking monitor, keyboard and mouse.
In general devices will be matched to role requirements. Requests for higher specification devices will be considered, however the additional funding may be provided by local department budgets.
Non-standard equipment will be scoped on a requirements first basis, looking at the hardware requirements of a given task or set of tasks a role requires. The service will then request options from the supplier(s) and decide on an offering. These will be evaluated and approved on a case-by-case basis.
Non-standard devices must still be procured through the University’s preferred suppliers.
The E2E service will provide funds for one device per staff member. Any additional devices, eg a tablet, should be procured using local department budgets.
Research grants - If you have funds available for IT equipment on your research grant, then this source of funding should be used. In such cases, a research grant work order can be provided during the ordering process.
All requests should be made via this form - End to End IT Request - Formstack
If a fault develops with any devices this should be reported to firstname.lastname@example.org.
In the event of a fault that cannot be fixed by IT Services, we will liaise with the supplier for a repair or replacement. We hold a small stock of the recommended Windows laptops to loan out to users if required. Please note: we do not hold stock of devices that have been configured to order, or are non-standard specification.
In the result of damage (accidental or due to misuse) we will recharge the cost of repairs to the user’s department.
Hardware that can be reused will be stored or deployed elsewhere. Hardware that has no further use to the University will be handed to our recycling partner who will process it in accordance with WEEE regulations. The University may receive a rebate on the residual value of such item. IT Services will use this to either provide student facing IT, cover operating costs or donate to charity. We will ensure our recycling partner has a zero landfill policy and robust ethical guidelines.
Departments should follow the guidance on this page - Tools and guides - IT Services, University of York for details on how to arrange for waste IT equipment disposal.
Library and IT Help Desk
Please check the FAQs below if you have any questions about using the End-to-End IT service. If you need further help, get in touch with the Library and IT Help Desk.
I’m a new starter and I don’t want to use the Windows device I’ve been given. Can I get a Mac instead?
If you have a specialist need for a MacBook, ie to use specialist software, we may consider purchasing one. Please complete this form and raise a request (see Ordering Tab).
I work both remotely and on campus. Can I have two devices?
Where an employee chooses to work remotely, the University will provide all reasonable equipment to facilitate that choice. Staff will be provided one device under E2E; if the role requires remote working then a laptop will be provided. Staff are expected to carry laptops and other similar portable devices onto campus when required. Please see the University Remote Working policy.
Does the End-to-End service provide specialist Display Screen Equipment (DSE), eg a specialist mouse?
The E2E service will cover the costs of specialist equipment. Please request via the ordering form (see Ordering Tab).