Computer Purchasing and Refresh Procedures

This article provides guidance on how to acquire university-issued computers through the Refresh Program, purchase hardware using departmental or grant funds, and access personal educational discounts at Brandeis University.

Overview

To ensure security, compatibility, and long-term support across campus, Brandeis University standardizes all computer hardware. Hardware can be obtained through three main channels:

  1. The Refresh Program (Centrally funded)

  2. Departmental or Grant Funds

  3. Personal Purchase Portals

Prerequisites & Requirements

Before initiating a hardware request or purchase, please ensure you have the following:

  • Brandeis Credentials: An active Brandeis account is required to verify your eligibility window on the refresh schedule.

  • System Access: Authorized access to the Coupa/MarketPlace+ procurement system is mandatory if you are purchasing through departmental or grant funds.

  • Help Desk Commitment: All new university-funded computers must be delivered directly to the Help Desk for mandatory security imaging (including antivirus and encryption deployment) before deployment and use.

Purchasing Channels & Steps to Take

1. The Faculty & Staff Refresh Program

Brandeis provides one centrally funded primary computer to each eligible faculty and staff member on a five-year cycle.

  • Check Your Eligibility: Visit the ITS Computer Refresh Schedule to check your designated replacement year.

  • What's Included: Your refreshed device comes fully equipped with comprehensive system management, standard security software, and automated cloud-based backup solutions.

  • Learn more on the Refresh Program Overview Page.

2. Departmental or Research Grant Purchases

If you are procuring technology using university operational budgets or research grants, you must follow the official procurement workflow:

  • Procurement Rule: All orders must go through the Coupa/MarketPlace+ system. The use of personal funds, corporate P-Cards, or consumer platforms like Amazon is strictly prohibited.

  • Approved Vendors: * Apple Products: Purchase exclusively through GovConnection.

    • Windows PCs: Purchase exclusively through Dell.

  • Supported Equipment: To ensure full long-term technical support from ITS, choose from the active list of Recommended Dell or Apple Models.

  • Post-Arrival Imaging: Ensure the hardware goes directly to the Help Desk upon delivery so it can be provisioned with the standard Brandeis security and device management suite.

3. Personal Purchases & Educational Discounts

Brandeis community members can leverage institutional discounts for their personal technology needs:

  1. Access the Portals: Navigate to either the Brandeis Apple Education Store or the Brandeis Dell University Store to view educational pricing.

  2. On-Campus Support Support Eligibility: Purchasing Apple or Dell models ensures your personal device remains eligible for servicing at the on-campus Hardware Repair Shop.

  3. Residence Hall Policy: Please note that personal wireless printers are strictly prohibited in student residence halls due to network interference.

Compliance & Support Standards

All hardware acquisitions must comply with the university's sustainable sourcing and asset management regulations. Review the official guidelines on the Brandeis Computer Procurement Policy Page.

Need Assistance?

If you have questions regarding hardware configurations, need a custom model quote, or require assistance navigating the ordering process, please contact the IT team directly:

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