How To Guides

About the Program

The School of Arts and Sciences (SAS) Computer Replacement Cycle (CRC) provides a planned, consistent way to replace the primary computers used by eligible faculty and staff. Its goals are to keep supported equipment current, make purchasing and deployment more predictable, use school funds equitably, and maintain an accurate inventory of university-owned devices.

SAS IT administers the program in consultation with school leadership. SAS IT determines eligibility, sets replacement schedules, maintains inventory, coordinates purchases and deployment, and determines whether returned equipment can be reused or should be retired.

The CRC covers one designated primary computer and one designated primary monitor for each eligible faculty member or staff position. Computer replacements are planned on a five-year cycle; primary monitors are planned on a ten-year cycle. These are planning intervals, not promises of replacement on a particular date.

The program will roll out in phases, beginning with administrative staff. Faculty replacements will follow once the inventory, deployment, and migration processes are operating effectively. SAS IT schedules work according to eligibility, equipment age, available inventory and funding, and operational capacity. Being eligible does not mean a replacement is immediately due.

How the Cycle Works

For faculty, the primary computer is assigned to the individual. An eligible new faculty member typically receives a primary computer on arrival; the cycle begins when it is placed in service. Continuing faculty are assigned a planned replacement year based on the age and status of their designated primary computer.

For staff, the computer is assigned to the position. An incoming employee will ordinarily use the computer already assigned to that position, and a change in personnel does not restart its cycle. SAS does not purchase computers for vacant positions; equipment is selected when a position is filled.

When a computer is due for replacement, SAS IT works with the participant to select a supported configuration that meets job requirements. Standard options are Windows/Linux desktop, Windows/Linux laptop, Apple desktop, and Apple laptop. Current models and specifications are listed on the SAS IT CRC web page. Models may change with purchasing cycles, institutional standards, pricing, or availability.

A standard desktop deployment includes the computer and, when due, the primary monitor, keyboard, mouse, and webcam as applicable. A laptop deployment includes the laptop, an eligible external monitor, keyboard and mouse, and a carrying case. The standard laptop monitor has an integrated USB-C hub that can serve as the office docking connection. Peripherals may also be replaced as needed, but they do not themselves trigger a computer replacement.

Before a replacement is issued, SAS IT confirms the equipment assignment and inventory record. The existing designated primary computer (including one bought with a CRC subsidy) must be returned when its replacement is deployed. SAS IT may reuse a returned computer for an approved purpose or retire it through the university surplus process. All program equipment remains Rutgers University property.

Frequently Asked Questions

Who is eligible?

Eligibility generally requires all of the following:

• The primary computer is in SAS-controlled office space.
• The current computer is supported and inventoried by SAS IT.
• The individual’s appointment and current effort are primarily within SAS.
• The device is the designated primary computer.
• The device’s principal use is SAS-funded work rather than externally funded research or work for another unit.

Full-time administrative staff, tenured and tenure-track faculty, and eligible non-tenure-track faculty are generally covered when they meet these conditions. SAS IT may also approve other positions in consultation with school leadership based on appointment, funding, workspace, and support arrangements.

Positions funded largely or entirely by gifts, endowments, grants, or other external sources are generally outside the cycle. The same is true of:

• Research staff and laboratory roles ordinarily funded through other purchasing mechanisms.
• Temporary or visiting appointments.
• Lecturers and NTT lecturers.
• Students, including teaching and research assistants.
• People whose principal office, work, or IT support is outside SAS.
• Vacant positions.

A listed category does not override the eligibility conditions above.

How do I request that my computer be replaced under the CRC?

SAS IT staff will notify each faculty and staff member when their system is scheduled for replacement. A tentative schedule for system replacements in each department will be shared with departmental leadership. Requests for out-of-cycle replacements because of system failure or other issues should be submitted through the ticket system.

Where can I find the most updated information about the CRC?

Update information and documentation can be found on the CRC Program Web Page.

What if my appointment, funding, workspace, or IT support is split between units?

SAS IT reviews split appointments, space in multiple units, support by another IT organization, unusual funding, and other nonstandard affiliations individually. The review considers:

• Where the primary computer is located.
• Who supports the computer.
• Which work the computer primarily serves.

How does an administrative appointment affect a faculty member’s eligibility?

A faculty member serving as a chair, director, or in another administrative role remains eligible through the primary faculty appointment if that appointment meets the program’s requirements. The title does not change how the primary computer is designated or scheduled for replacement.

Can a participant keep or move a designated device?

Each eligible person or position has one primary computer and one primary monitor recorded in SAS IT’s inventory.

• Participants must return their old computer when receiving a new cycle computer.
• Stationary equipment must remain in its approved SAS space unless a request to move the system is submitted to SAS IT.
• Equipment may not be reassigned to another person, office, laboratory, center, institute, or organizational unit without SAS IT approval.
• If equipment is no longer needed for its assigned purpose, the department must notify SAS IT so it can determine whether to reassign, retain, or surplus it.

When is equipment replaced?

Program computers follow a five-year cycle whether they are Windows/Linux or Mac, desktops or laptops. The designated primary monitor follows a ten-year cycle and is replaced when due. SAS IT may adjust deployment timing for funding, staffing, migration, supply, or other operational requirements.

What if my computer fails before its scheduled replacement?

SAS IT may repair the computer or provide a comparable serviceable device from inventory. If a comparable machine from the same cycle is unavailable, SAS IT will provide an in-kind replacement and adjust the replacement schedule as appropriate.

Can I choose a different operating system or computer platform?

A staff computer must support the applications needed for the position. A Mac will not be approved for a staff position if required applications are not supported on macOS. Staff who currently use Windows cannot switch to a Mac solely based on preference; they must discuss a proposed change with their supervisor and SAS IT must confirm that the system will allow meet the positions job requirements.

Faculty can choose any system from the cycle list.

What is included with a standard workstation?

A standard desktop deployment will include:

• The computer.
• An eligible monitor.
• Keyboard and mouse.
• Webcam, where applicable.

A standard laptop deployment will include:

• The laptop.
• An eligible external monitor with a USB-C hub that may serve as the laptop’s office docking connection.
• Keyboard and mouse.
• An appropriate carrying case provided as part of the deployment package.

How are monitors selected and upgraded?

• The standard cycle will provide two different models of 24” monitor; selection will be based on the type of system being purchased.
• Desktop systems will receive a standard 24” monitor, while laptop systems will receive an equivalent monitor with an integrated USB-C hub to function as a docking station.
• Users who purchase a laptop and do not have a monitor with a USB-C hub are eligible to receive one as part of the program; their current monitor will be returned to SAS IT inventory.
• For those receiving a new monitor, the cycle will offer the option of a 27” monitor from the cycle list if the individual or department covers the difference in price.
• The program will not replace a serviceable monitor early because an individual would prefer a newer or larger display.
• The program does not provide a subsidy for the purchase of a non-cycle monitor.

What if a standard computer does not meet the user’s needs?

• Individuals whose needs are not met by a standard configuration may request a non-standard computer that is eligible for a subsidy that is equivalent to the price of the lowest cost system provided by the CRC.
• The department or another approved funding source is responsible for all costs above the subsidy.
• Users cannot use personal funds in combination with the CRC subsidy.
• Non-standard computers remain subject to SAS IT supportability, security, inventory, management, purchasing, and software-compatibility requirements.
• The computer purchased with the subsidy will be the user’s primary computer and will be tracked and replaced as part of the CRC.
• The subsidy applies to the computer purchase, not to a separately selected monitor. No subsidy will be offered for non cycle monitor purchases.
• The department will process the Marketplace requisition. The requisition will be split between the department’s UDO and the SAS IT UDO so that the program contribution and departmental contribution are charged appropriately.
• The subsidy is not a cash payment to the individual and does not authorize personal purchasing or reimbursement.

What happens if equipment is purchased outside the program?

An independently purchased computer will not be reimbursed retroactively when the person or position later becomes eligible for a program replacement.

How will equipment be provided for positions not covered by the CRC?

Departments should budget for all computers that are not covered by the cycle.

Will SAS IT continue to support systems that aren’t purchased through the CRC?

Regardless of whether a supported university computer was purchased through this program or another approved funding source, SAS IT will continue to provide its normal support services.

What must be returned when a replacement is issued?

• When a replacement computer is issued, the existing designated primary computer must be returned to SAS IT.
• The returned device must be the computer currently being used as the primary system. An older computer may not be substituted. This includes computers that were purchased with a subsidy.
• A participant may not retain the replaced computer as an additional office, laboratory, or personal system.
• SAS IT will determine the disposition of returned equipment. A computer with remaining useful life may be redeployed for an approved limited purpose. Older, unsupported, or otherwise unsuitable equipment will be retired through the university surplus process.

How are inventory and equipment tagging handled?

SAS IT will maintain a record of eligible people, positions, computers, monitors, purchase dates, warranty dates, and planned replacement dates.

Each eligible individual or position must have one primary computer, and one primary monitor identified in the inventory system and tagged for the replacement cycle.

When multiple monitors are present, SAS IT will identify the one primary monitor covered by the cycle, ordinarily considering age, condition, and quality.

SAS IT must be notified when:

• Equipment is no longer needed.
• Equipment is damaged, lost, or replaced.
• A primary computer or monitor assignment needs to be changed.

How are exceptions requested?

Exceptions may be approved when necessary to accommodate specialized academic, administrative, accessibility, technical, security, or operational requirements.

Requests must be submitted through the standard SAS IT ticket system after which they will be reviewed with the appropriate academic leadership.

Prior exceptions do not automatically establish a precedent for future purchases.

The SAS Computer Replacement Cycle (CRC) provides modern, supportable computers for School of Arts and Sciences faculty and staff. Most people will choose from four standard options: a Windows desktop, a Windows laptop, a Mac desktop, or a Mac laptop. All standard models are capable of handling typical Rutgers work, so the best choice depends less on raw technical specifications and more on how and where you work. Those who don’t choose one of these configurations are eligible for a subsidy that can be used to purchase a different system. Details about the subsidy can be found in the CRC Program Details document.

Quick guide: choosing the right option

Use this quick guide to narrow your choice, then review the rest of this document before making a final decision.

Choosing an operating system:

• Choose a Windows Machine (recommended) If you want the standard choice for most staff, especially those whose position includes financial responsibilities, or use of Windows only software like Perceptive Content or Nvivo.
• Choose a Mac System if you already use macOS and know your required Rutgers software works on a Mac. If you do not already use a Mac system, you’ll need supervisor and SAS IT approval to ensure that the system can support all the required functions of your position.

Choose a system type:

• Choose a desktop (recommended) if most of your work happens in one office, or you want the simplest and most reliable setup.
• Choose a laptop if you have a clear work need to carry the same SAS computer between locations.

Continue reading for additional details and remember that SAS IT staff are available to assist in making your decision.

Choosing the computer that best supports your work

The best choice depends on how and where you work, which software you use, and whether you need to move your SAS computer between locations. The sections below break the decision into four common options.

Choose a Windows System

A Windows machine is the recommended default for most staff. Many Rutgers workplace tools are designed first for Windows or work more smoothly on Windows, and Windows systems are generally better for connecting remotely to an office computer. If you are unsure which system to choose, choose Windows.

Windows is also the safest choice when you collaborate with others who use Windows, rely on shared files or standard office tools.

Choose a Mac System

A Mac system may be the right choice if you already use macOS and know that all the Rutgers software and services required for your work function well on a Mac. Macs can be a good fit for users who are already comfortable with them, and whose work does not depend on Windows-only tools.

If you are unsure, collaborate mostly with Windows users, or rely on specialized workplace software, choose Windows instead. Some applications may not be available for macOS, and others may have fewer features or require extra support.

Because Mac systems can create software and support challenges, staff who want to switch to a Mac as part of the Computer Replacement Cycle must receive approval from both SAS IT and their supervisor.

Choose a Desktop

A desktop is the recommended choice for most staff. Desktops provide the simplest and most reliable setup because they are intended to stay connected to the monitor, keyboard, mouse, network, and other equipment used for daily work. For many staff members, this creates a more consistent experience than carrying a laptop between locations and reconnecting accessories each time.

A desktop is also a good option when the staff member does not have a work requirement to bring the same SAS computer between locations. Choosing a desktop avoids the added risk of loss or damage that comes with regularly transporting a laptop, and it reduces the need for docking equipment or repeated setup at different workspaces.

Staff who choose a desktop should expect that computer to remain in the office as their primary SAS-supported workstation. By contrast, staff who choose a laptop should expect to use that laptop as their single computer that must travel with them.

Choose a Laptop

A laptop is the better choice only when you have a clear work need to use the same SAS computer in multiple locations. Laptops are convenient, but they are easier to damage, lose, or forget, and they often require extra setup when connected to a monitor, keyboard, mouse, or docking equipment.

 You can find general information on purchasing at the Purchasing and RIAS web sites.  Your department probably has its own policy and procedure, so consult with someone internally on the purchasing process.  Many technology-related items can be purchased directly from other units with in Rutgers.  The findTech Connections website offers numerous hardware, software and peripherals at aggressive pricing levels. Personal purchases at discounted prices are also available.

Printers: The University runs a bidding process for printer suppliers. See University Procurement Services for pricing. Please note these prices do not include shipping. Different shipping rates may change which vendor is most inexpensive overall.

The University Software Portal should be the first place you look for software. Many titles are available for free or at discounted prices.

There are numerous external sources for equipment and software purchases. Ensure that you have exhausted your internal sources before looking outside the university. Your best price will likely be found internally.

The School of Arts and Sciences (SAS) Computer Replacement Cycle (CRC) provides a planned, school-funded, consistent, equitable, and sustainable process for replacing the primary computers used by eligible SAS faculty and staff. The program is designed to keep supported equipment current, make purchasing and deployment more predictable, use school funds equitably, maintain an accurate inventory of university-owned devices, and reduce the administrative burden associated with managing aging equipment. SAS IT administers the program in consultation with school leadership and determines eligibility, replacement schedules, inventory records, purchasing, deployment, reuse, and retirement of returned equipment.

The CRC covers one designated primary computer and one designated primary monitor for each eligible faculty member or staff position. Computer replacements are planned on a five-year cycle; primary monitors are planned on a ten-year cycle. These are planning intervals rather than promises of replacement on a particular date. The program will roll out in phases, beginning with administrative staff. Faculty replacements will follow once the inventory, deployment, and migration processes are operating effectively.

Additional details about the Computer Replacement Cycle, including eligibility requirements, replacement schedules, equipment management practices, and exception procedures, are available in the following documents:

Computer Replacement Cycle Operational Details for Faculty and Staff
Computer Replacement Cycle New System Flyer
Staff Computer Selection Guide
Administrative Cloud Storage Guide

Standard Computer Configurations for 2026-2027 Cycle

Eligible participants may select from one of four standard computer configurations or receive a subsidy to purchase a different system. These configurations have been selected to meet the needs of most faculty and staff while maintaining consistency, supportability, security, and long-term sustainability.

A standard desktop deployment includes the computer and, when due for replacement, the primary monitor, keyboard, mouse, and webcam as applicable.

A standard laptop deployment includes the laptop, an eligible external monitor, keyboard and mouse, and a carrying case. The standard laptop monitor has an integrated USB-C hub that can serve as the office docking connection. Peripherals may also be replaced as needed, but they do not themselves trigger a computer replacement.

Note: System configurations are subject to change at any time to meet program requirements and adjust to changes in supply and pricing.

Windows Desktop

The recommended desktop option for most staff members whose work is primarily performed from a single office location.

Configuration

• Dell Pro Slim desktop
• Intel Core Ultra 5 235 processor
• 16 GB memory
• 512 GB solid-state drive
• 24-inch monitor
• Keyboard, mouse, and webcam

The Windows desktop provides a reliable and supportable platform for most Rutgers administrative and academic work while offering the simplest workstation setup.

Windows Laptop

Recommended for individuals who regularly need to use the same computer in multiple locations.

Configuration

• Dell Pro 14 Plus laptop
• Intel Core Ultra 5 235U processor
• 16 GB memory
• 512 GB solid-state drive
• 14-inch display
• 24-inch USB-C docking monitor
• Keyboard and mouse
• Carrying case

Windows laptops provide a portable windows-based computer while supporting a complete office setup through the included docking monitor. The Windows laptop provides flexibility for users who regularly work in multiple locations while maintaining compatibility with the broadest range of Rutgers-supported applications.

Mac Desktop

Recommended for users who already use macOS and whose required software is fully compatible with Apple devices.

Configuration

• Apple Mac mini
• Apple M6 processor
• 16 GB memory
• 256 GB solid-state drive
• 24-inch monitor
• Webcam, wireless keyboard and mouse

Mac Laptop

Designed for users who require both macOS and mobility.

Configuration

• Apple MacBook Air (13-inch)
• Apple M5 processor
• 16 GB memory
• 512 GB solid-state drive
• 24-inch USB-C docking monitor
• Wireless keyboard and mouse
• Carrying case

Mac laptops provide a portable Apple-based workstation while supporting a complete office setup through the included docking monitor.

Non-Standard Computer Option

Individuals whose requirements cannot be met by one of the standard configurations may request a non-standard computer. Non-standard systems remain subject to SAS IT supportability, security, inventory, management, and software compatibility requirements. Departments or other approved funding sources are responsible for costs above the program contribution. Computers purchased with a CRC subsidy become part of the Computer Replacement Cycle, remain Rutgers University property, and must be returned when replaced.

Subsidy Amount

For the current replacement cycle, SAS will provide a subsidy of $799 toward an approved non-standard computer purchase. The subsidy applies only to the computer purchase itself and does not apply to separately selected monitors or accessories. Additional costs associated with a non-standard system must be funded through departmental or other approved sources.

Need Help Choosing?

Most faculty and staff will find that one of the four standard configurations adequately meets their needs. The Staff Computer Selection Guide provides additional information about:

• Choosing between Windows and macOS
• Choosing between a desktop and laptop
• Software compatibility considerations
• Work-from-home and mobility requirements
• Situations that may warrant a non-standard computer

If you are uncertain which option best supports your work, please review the Staff Computer Selection Guide or contact SAS IT for assistance. Staff computer choices must support the applications needed for the position. A Mac will not be approved for a staff position if required applications are not supported on macOS, and staff who currently use Windows cannot switch to a Mac solely based on preference without supervisor discussion and SAS IT confirmation that the system will meet the position’s job requirements.

Questions?

For questions regarding eligibility, configuration options, replacement schedules, or special requirements, please contact SAS IT by submitting a ticket or emailing .

Important information about how your system will be managed

Your new computer was provided as part of the School of Arts and Sciences Computer Replacement Cycle (CRC). This program is intended to provide faculty and staff with modern, reliable, and fully supported computers while creating a more consistent and sustainable process for replacing systems over time.

To make this possible, SAS IT is working to standardize computer configurations wherever practical. Standard configurations make it easier to provide effective support, reduce the time needed to troubleshoot technical problems, and simplify replacement if a system fails or when it reaches the end of its replacement cycle. While some users may have specialized requirements, most newly deployed systems will follow the standard configurations selected for the current replacement cycle.

How your files will be protected

As part of the standard configuration process, SAS IT is configuring new systems to redirect common storage locations, including the Desktop and Documents folders, to OneDrive.

This means that files saved in these standard locations will be stored in your personal Rutgers OneDrive folder rather than only on the local computer. Your personal OneDrive folder is intended for files that only you need to use and are removed if you leave Rutgers. Files stored there are accessible only to you unless you choose to share them.

• Additional protection for your files: Files stored in OneDrive are less dependent on a single physical computer.
• Easier access from multiple devices: If you work from more than one computer, your files will be more readily available when you sign in with your Rutgers account.
• Simpler computer transitions: When your system needs to be replaced, repaired, or reconfigured, files stored in OneDrive can be restored or made available on the new system more easily.
• Reduced risk during technical issues: If a computer has a hardware failure or other problem, documents stored in OneDrive are less likely to be lost.

As always, files that are needed by the institution, department, program, or workgroup should be stored in an institutionally managed folder or managed team rather than in a personal OneDrive folder.

Managed folders and teams are appropriate for shared records, administrative files, collaborative work, recurring business processes, and materials that must remain available when a person changes roles or leaves Rutgers.

For more information on whether information should be in a person or shared folders, review the Administrative Cloud Storage Guide.

If an appropriate managed folder or managed team has not already been set up for your purpose, you can request one from SAS IT.

What this means for support

All systems, whether provided through the CRC, purchased with a subsidy or funded through other means, will be supported by SAS IT in accordance with existing support practices.

More information

Full and updated details about the Computer Replacement Cycle, including current standard computer configurations, operational details, and selection guidance, are available on the SAS Computer Replacement Cycle web page.

If you need assistance with your new computer, please contact SAS IT by submitting a ticket or by emailing .