Buying Computer Equipment

Buying computer equipment

Overview

Computer equipment includes laptops; desktop computers; connected peripherals such as keyboards, mice, headsets, monitors and docking stations.

Workplace computers are configured as a University asset to work fully and securely on the University network and with other University services. DTS is committed to ensuring that the University’s computing estate is efficient, secure and cost-effective to maintain.

The University has adopted a 'laptop first' approach to procuring staff computers, i.e. staff should be using laptop computers where possible.

For a comprehensive service description, please see

All computing devices should be purchased through DTS to ensure compliance and compatibility.

The Device Lifecycle programme

DTS is committed to ensuring that the University’s computing estate is efficient, secure and cost-effective to maintain. The Device Lifecycle team is the first point of contact for individuals or teams who need computing devices, and are responsible for providing and installing devices and amost suitable for each role. For information on eligibility, see Device Lifecycle.

Ordering information

Buying Windows Computers

You can find full details for the current standard devices in our IT Equipment Catalogue.

How to order a Windows laptop

Check the IT Equipment Catalogue for the current standard Windows laptop
If the standard device is suitable*, complete the appropriate form on the Self Service Portal page. Options are "New starter – request a laptop" for a new joiner or "Replacement laptop" - if you need to replace your current UoR device
Your request will be acknowledged and timescales discussed. If your request is not eligible for a centrally funded device, we will let you know so other options can be explored.
A DTS technician will install and configure on the agreed date.

If the standard device isn’t suitable, you will need to complete a “non standard device request” (aka hardware exception process).

Buying Apple Computers

There are some important factors to consider before choosing an Apple product. If you choose to purchase an Apple Mac computer please ensure that you can perform all your required functions with macOS. Accessing University corporate systems and other software applications may not be available for macOS or may not be covered by our existing software licences.

We are unable to support a dual boot Windows option or a virtual PC environment except in exceptional circumstances which must be agreed before ordering.

How to order a MacBook

You can find full details for the current standard Apple MacBooks in our Mac Equipment Catalogue.

Select your device from the Mac Equipment Catalogue, which shows the current available MacBooks devices.
If the standard device is suitable*, complete the appropriate form on the Self Service Portal page. Options are "New starter" – request a laptop for a new joiner or "Replacement laptop" - if you need to replace your current UoR device.
Your request will be acknowledged and timescales discussed. If your request is not eligible for a centrally funded device, we will let you know so other options can be explored.
A DTS technician will install and configure on the agreed date.

If the standard Mac device isn’t suitable, you will need to complete a “non standard device request” (aka hardware exception process).

Non standard requests

What if you want something different, or your request is not covered by Device Lifecycle?

We understand that there will be instances where a standard laptop computer is not appropriate, where specialist equipment is required, or where departments wish to provide equipment for users who are not covered by the Device Lifecycle process.

Please Note: Any non-standard equipment that is purchased without prior authorisation may have restricted network access (i.e. Wi-Fi access only) and may not be supported by DTS. Procurement should reject any request which has not been authorised by DTS.

Non-standard device (hardware exception process)

When requesting any item of IT hardware that is not listed in our IT Equipment Catalogue (Mac or Windows), you must complete the . This enables DTS to assist staff in choosing an appropriate model to ensure that the choice is compatible with the University's software and hardware systems.

Examples include:

Computers for PC labs or classrooms
Non-standard high-performance PC for research
Rugged laptops for outdoor use

This form offers two options:

You would like to provide general requirements for DTS to recommend appropriate hardware and provide a quote.
You already know the specific hardware that you require and would like DTS to check and approve the purchase.

In this form you will also be asked to provide the requirements or functionality which cannot be met by the standard laptop.

DTS will work with you to suggest appropriate options, and provide an item code (punchout code) which can be used by you to purchase via Unit4 Agresso if you wish to proceed.

Standard device, non DTS funded

If you want a device that is in the IT Equipment Catalogue but you or the person you are buying for is not eligible for a device through Device Lifecycle, you should complete the “Locally funded standard device form”.

Examples may include:

A second Windows Surface device to be used alongside a Device Lifecycle provided device
A standard Windows Surface laptop for PGRs or visitors (who are not funded by the Device Lifecycle process)

This form lets you choose from the standard laptops available and enables us to fast-track your request. DTS will provide an item code (punchout code) which can be used by you to purchase via Unit4 Agresso if you wish to proceed.

Buying IT Peripherals

Peripherals include items such as monitors, headsets, cables, USB hubs, keyboards and mice. Some of the common ones you might need to order are described in our IT Equipment Catalogue. You can search what is available on the (no login required, but does not show pricing).

Please note that DTS does not hold a stock of peripherals, and departments should order these via the Procurement Marketplace (Unit 4 Agresso).

Buying computers for PC labs/classrooms

Digital Technology Services can also provide support for PCs in a PC lab or classroom. Any School or Function considering this option must contact DTS to discuss requirements before buying the computers, this can be achieved by filling in an .

How to Pay For Your Goods or Services

IT and computing equipment must be bought following Procurement processes, which in general means via Unit 4 Agresso. It is not permissible to purchase IT or computing equipment using expenses. For details on what is allowed and not allowed, please refer to the University Expenses and Hospitality Policy and consult with Procurement before making any purchase of IT or computing equipment using your own money.

Warranty and repairs

Standard warranty from XMA is one year from the date of purchase. If your device develops a fault, please raise a ticket with the DTS Service Desk so we can organise repair or replace. In most circumstances we can loan you a laptop until yours is working.

If your device was supplied by DTS from central funding (i.e. through the Staff Device Replacement programme) DTS will fund the repair or replacement. If the device was purchased through your School or Department, this cost will need to be met by them. In either circumstance, you must not arrange repair for a University owned device yourself.

Ownership and Disposal of Assets

Please be advised that, except in rare circumstances, ownership of any IT or computing equipment remains with the University and is not transferrable to staff or students. This includes equipment which has been bought using PDAs/SDCs or grants and is irrespective of age of the equipment.

You should take care of your equipment and ensure it is returned in a usable condition. Please do not customise in any way that can't be removed (e.g. stickers, graffiti, vinyl covers). The next person who gets your machine may not appreciate your taste.

Laptops belonging to leavers should always be returned to DTS for secure wiping and a health check before they are re-allocated to a new owner.

DTS will oversee securely disposing of University owned computer hardware, which includes equipment bought on research grants and PDAs/SDCs. For more information about this, please see Reuse and Recycle. If you need to dispose of IT equipment, please read the IT Equipment Disposal Policy beforehand.