IT/PPS 04.12 - Computer Lifecyle Management: Exchange of End-of-Life University- Owned Computers

POLICY STATEMENT

Texas State University is committed to maintaining a secure, efficient, and sustainable computer lifecycle management.

1. POLICY STATEMENT

   1. The purpose of this policy is to strengthen Texas State University asset management, cybersecurity, and sustainability practices by ensuring that end-of-life computers are properly identified, exchanged, and removed from service.

      End-of-Life (EOL) computers can no longer receive security updates or run current operating systems. These legacy devices pose potential data-security risks, consume storage space, and complicate inventory control.

      By requiring outdated equipment to be exchanged within 30 days of receiving a refreshed computer, the university can maintain a more secure, efficient, and equitable computing environment while promoting responsible reuse and recycling of technology resources.

   2. Texas State is committed to maintaining a secure, efficient, and sustainable computing environment. To support these goals, this policy establishes the requirement that departments participating in any computer refresh or replacement program in which Information Technology (IT) contributes funding must exchange one EOL computer within 30 days of delivery to department receiving a replacement or refreshed device. This policy promotes data security, environmental sustainability, and equitable use of university technology assets.

2. DEFINITIONS

   1. Cascade – the internal reassignment of a functional, supported computer within a department to an employee or workspace not scheduled to receive a new device through the current refresh cycle.

   2. End-of-Life (EOL) Computer – a university-owned computer that can no longer run a currently supported operating system (e.g., Window 11 or current macOS) or is seven years old or older.

   3. Exchange – the act of transferring ownership of an EOL computer from a department to the Division of IT.

   4. Refresh/Replacement Computer – a new or replacement computer provided through the university’s Computer Replacement Program (CRP) or the Centralized IT Lifecycle Asset Management program.

3. GUIDELINES

   1. All computers purchased with university funds, regardless of funding source or departmental cost share, remain the property of Texas State.

   2. Departments participating in the university’s CRP or any future Centralized IT Lifecycle Asset Management program are required to exchange one EOL computer for each new computer received.

   3. Departments are encouraged to cascade functional, supported computers internally to maximize value and reduce duplication of costs.

   4. Exchanged systems must meet at least one of the following conditions:

      1. unable to run a currently supported operating system;

      2. be seven years old or older;

      3. no longer in active use for university business and retained only as “spare” or “just-in-case” machines.

   5. IT will ensure all data is securely removed and proper recycling or redeployment is in compliance with state and university-asset management policies.

   6. Departments are not permitted to dispose of, or donate, university-owned computers independently of this established process.

4. PROCEDURES

   1. Departments receiving new computers will be reminded of the 30-day exchange requirement prior to and at the time of delivery. Upon requesting a new order, CRP contacts will be sent a form prompting them to identify a device for exchange. The new computer will not be delivered until an exchange device has been identified.

   2. Within 30 days, departments must identify a computer within their area and prepare it for collection. Departments must identify an exchange device before their new computer will be delivered, and reminders will be sent periodically throughout the process. CRP contacts should work with their Technical Support Personnel or inventory manager to identify a device. By request, the IT Assistance Center (ITAC) will provide a list of EOL devices in the department’s responsible cost center.

   3. Using the ITAC ticketing system, departments will submit the device information to ITAC. Once the exchange device has been identified and the new CRP order has been delivered to the department, departments will have 30 days to exchange the device. ITAC will coordinate pick-up or drop-off, record asset details, and perform secure data removal. As part of the CRP process, a separate ITAC ticket will be created to help CRP contacts manage the exchange. ITAC will work with departments to coordinate pick-ups if requested, otherwise, exchange devices should be turned in to the ITAC service desk on the first floor of the Alkek Library in San Marcos or the ITAC service desk on the third floor of the Avery Building in Round Rock.

   4. ITAC will record exchanged equipment in the university’s asset-management system and confirm removal from departmental inventory. Once received, the exchanged device will be transferred out of the department’s responsible cost center, and ITAC will securely wipe any data from the device and transfer it as surplus to the University Distribution Center. CRP contacts will receive confirmation of the asset transfer, at which point the ticket will be closed.

5. EXCEPTIONS

   1. Requests for exceptions must be submitted to the Division of IT to ensure lifecycle management inventory compliance. Information for the exception can be gathered at the time of the initial 30-day exchange requirement notification. As part of the form that will be sent to CRP contacts prompting them to identify an exchange device, there will be an option to request an exception. Exceptions will be permitted for reasonable business purposes (e.g., departments that do not have spare/EOL devices to exchange).

6. REVIEWERS OF THIS PPS

   1. Reviewers of this PPS include the following:

      Position	Date
      Special Assistant to the VicePresident for Information Technology	November 1 E5Y
      Director, Managed Services	November 1 E5Y
      Chief Technology Officer	November 1 E5Y
      Vice President for Information Technology	November 1 E5Y

7. CERTIFICATION STATEMENT

   This PPS has been reviewed by the following individuals in their official capacities and represents Texas State Information Technology policy and procedure from the date of this document until superseded.

   Chief Technology Officer; senior reviewer of this PPS

   Vice President for Information Technology