Managed laptops and accessories

All staff except those based in the following departments:

• International Pathway College (IPC)
• York Health Economics Consortium (YHEC)
• PCMIS
• Biorenewables (BDC)

If you work for a department that is not covered by this service, then you should speak to your department/faculty IT team or Departmental Computing Officer.

Desktop IT equipment not covered by this service should be purchased via the York ePurchase system from the University approved supplier.

• Requesting new laptops and PCs

This service provides a primary device for work purposes. Typically this is a standard work laptop and necessary accessories. 

What's included?

• Work laptop and charger 
• Accessories for your main workspace
• Accessories for your secondary workspace (where required)

Main workspace accessories (the workspace you spend most of your time working from):

• Monitor(s) (one of the following):
  
  • Two 24" monitors
  • One 27" monitor
  • One 34" widescreen monitor
• Laptop docking capability (typically built into a monitor)
• Wired keyboard and mouse
• Laptop sleeve
• A separate webcam is only provided if a built-in webcam isn't available in one of the provided monitors.

Secondary workspace accessories:

• One 24" monitor
• Wired keyboard and mouse

If you work predominantly off campus (eg from home) your secondary workspace will usually be a campus hot desking area. Our campus spaces already have a dual or widescreen monitor docking setup. 

If you split your time equally between working from home and on campus, we will provide the main workspace setup in both locations.

Makes and models typically provided

• For details of the specific equipment typically provided, see requesting new laptops and PCs.
• Requirements that are not met by the above recommended devices will be considered on a case-by-case basis.
• If you have a specialist need for a MacBook, please raise a request as normal. We may contact you for further information.

Configuration

• 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.

Laptops and PCs for research grants

If you have secured external research funding for a laptop, you should use that to fund equipment. Complete the request form as usual and provide your research grant work order during the ordering process.

You can use the research funding to pay for the whole order or to top up from our standard specification (eg upgrade to a Macbook Pro rather than the Macbook Air, which is our standard offering).

This service (also known as the ‘End-to-End IT service’ within IT Services) applies to any University owned device that is a staff member’s primary device (for eligible departments).

For full policy and procedures, please see: End-to-end service terms and conditions.

The following are not covered by the service:

• Devices attached to specialist equipment
• Devices in study areas
• Staff member’s secondary device
• Externally funded specialist devices, ie from a research grant
• Devices for students.

It is the responsibility of the department to source funding for replacement costs of devices procured outside of this service. These devices will still be audited by IT Services’ process and recorded in the asset management system. 

Faults and damage:

• If a fault develops with any devices you should report it to IT Services.
• 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 laptops, which we can loan out to users if required. 
• In the result of damage (accidental or due to misuse) we will recharge the cost of repairs to the user’s department.

Reuse and recycling:

• 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.
• To arrange for waste IT equipment disposal, departments should follow the recycling old equipment guidance.

Staffing changes:

• 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.

New staff:

For new starters who are joining from outside of the University:

• If the incumbent has moved to another department within scope of End-to-End, a new or repurposed device will be provided for the new starter
• If the incumbent has left the University the new starter is expected to use the incumbent's device.
• For new posts, where there is no existing device, a new or repurposed device will be provided.
• 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 IT Services to ensure the device is allocated to the correct user.

Leavers:

• Where staff leave and are not being replaced, their IT equipment must be returned to IT Services for reuse. Staff are not permitted to purchase and retain any equipment when leaving the University.
• If someone leaves or changes role and no longer needs their laptop it will need to be reset before it can be used by anyone else. Devices should not be transferred from one user to another without intervention from IT Services; this is to ensure the device is appropriately set up for the next user. It will require resetting before it can be used by another staff member. If someone is leaving or you need help, please contact IT Services.

Multiple devices:

• 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.

IT equipment to support health, including occupational health (OH) and display screen equipment (DSE) assessments:

• We provide IT equipment to support OH and DSE recommendations. This is limited to the usual hardware types provided by the service (such as laptops, monitors, keyboards and mice).
• We will consider requests where a DSE assessment has not been carried out, but an end user has found certain hardware beneficial to their health and wellbeing at a previous workplace, at home etc.
• When requesting equipment recommended as part of an occupational health (OH) assessment, we may be in touch for further information and/or clarification on requirements. We may also offer suggestions based on our knowledge of available products and technologies.

Requests for non-standard devices, multiple devices and peripherals:

• In general devices will be matched to role requirements. Requests for higher specification devices (such as MacBook Pro) will be considered. The requester may be required to provide top-up funding from a research or local department budgets to cover the additional costs
• 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 be procured through the University’s preferred suppliers. For guidance, see requesting new laptops and PCs. 

The following policies apply to all IT services provided by the University.

• Information policy
• Using University information
• Safe use of information on devices

Availability

• This is a live service, available 24/7.
• Check the status of this service and any planned maintenance.

Support

• This service is managed by IT Services.
• We are responsible for monitoring, identifying and fixing faults.
• Support is available during our opening hours.

Standards

• Our service performance and standards have been produced in consultation with our customers. We regularly monitor the delivery, performance and availability of facilities and services.

We appreciate feedback as it helps us review and continually improve our service.

• How to give feedback
• Complaints procedure