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Lease Guidelines

If you have any questions about the Equipment Service Program that aren't answered on this website, e-mail us at [[support]].

Standard Models
  • IT will offer one standard notebook or one standard desktop for lease.
  • An option for leasing just the CPU without the monitor will be available for those users who require a monitor of a different size than the standard flat panel.
  • All other computers, computer accessories (including non-standard monitors), or peripheral devices will be purchased through Procurement. (Note: This will include faculty members who wish to use Macintosh computers rather than the computers available under the lease.)
  • IT staff will provide guidance in the evaluation and selection of technology products but purchasing will be the department’s responsibility.
Annual Lease Pricing
  • The standard desktop will be on a four year lease (effective April 2011) and the notebook will be on a three year lease. The annual lease price for each model will be constant for each year of the lease period. The published annual lease price for the models offered will be reviewed and changed if necessary every six months. IT will closely monitor the cost of the lease program. If the annual lease price rises by more than 5% at any time the Dean’s Office will be contacted to determine the best course of action.
Ordering

This is the ordering processes for both new and replacement orders:

New Orders. Academic departments funded by the Dean’s Office will use the Dean’s Computer Request Form to request either a desktop or laptop. If the Dean approves the request, the Computer Request Form will be sent to IT and trigger the order. IT will track and receive all new lease orders and maintain all paperwork. Administrative departments and academic departments not funded by the Dean’s Office will designate someone to use the IT web order form to order a new desktop or laptop. The URL for ordering new computers is http://www.wm.edu/offices/it/itrequests/index.php. After completing the order form, an email will be sent to IT to trigger the order. IT will track and receive all new lease orders and maintain all paperwork.

Replacement Schedule. IT will replace computers due for renewal twice each year: once in the winter (December - January) and once in the summer (June - August). In doing so, all new leases retiring three months prior to and three months after the transition period will be terminated (early or late) during the associated transition period (for example, if you ordered a new computer for lease in November of 2005 it would be due for renewal in November of 2008. As a result, this computer would be replaced a few months later in the winter 2009 replacement cycle. On the other hand, if it had been ordered in September of 2005 (thus terminating in September 2008) it would be replaced a few months earlier in the summer of 2008 replacement cycle. October 15th and April 15th will serve as the dividing dates.

Replacement Ordering Process. Administrative departments and academic departments not funded by the Dean’s Office will receive an Excel spreadsheet listing the computers due for replacement during the next transition period approximately 10-12 weeks in advance. Departments will need to review and update the records with any new information regarding names and locations. In the spreadsheet will be a column called ‘New Order’ where the staff or departmental administrators will indicate the type of model (laptop or desktop) required for each individual. The spreadsheet will then be sent back to IT and IT will place and receive the bulk replacement orders.

Academic departments funded by the Dean’s Office will use the Dean’s Computer Request Form to request either a desktop or laptop. If the Dean approves the request, the Computer Request Form will be sent to IT and trigger the order. IT will track and receive all new lease orders and maintain all paperwork.

Departments may continue leasing additional computers through IT without Dean approval.

Billing and Funding
  • IT will receive and pay all invoices from the vendor.
  • Billing for all departments will be conducted annually using a journal voucher.
  • Billing will take place on or around the commencement date of the lease term.
  • Funding for individual computers will have to come from a single Banner index (no split funding will be permitted).
Asset Tracking
  • IT will record and track the initial asset information including service tag, end-user name, location, and department at the time the order is placed (in the case of a new order) or at the time the order spreadsheet is turned in for a Summer or Winter transition. IT will maintain and make available all the asset information to those who request it. However, it is the department’s responsibility to track the assets should they move from their original end-user or location to another. That information should be communicated to IT. If the computer is funded by the Dean’s Office, they too need to be informed of the change. If an asset is moved from its original location or re-assigned somewhere else by a department and that asset cannot be found at the time it is due for renewal, IT will not be responsible for finding the asset. Furthermore, any costs incurred as a result of a machine being lost or returned late to the vendor will be the responsibility of the department.
Delivery, Data Transfer and Removal Services
  • IT will perform all delivery, data transfer and removal service for all assets leased through the computer lease program.
End of Lease Options
  • All computers must be returned to the vendor at the end of the lease term.
Funding for Faculty Computers Outside of the Lease Program
  • Occasionally faculty members will require/desire computers outside of those available through the lease program. The majority of these will be Macintosh computers. As indicated in section one, those machines will need to be purchased through the department.
  • Startup packages represent some of the most common decisions that need to be made by the Dean’s office. In the initial lease agreement, each faculty position received a computer, and replacement faculty were expected to use their predecessor’s machine until the lease for that machine came due. When replacement faculty members are approved for a new lease machine by the Dean’s office, the department will be allowed to retain the use of the predecessor’s computer until the expiration date of the lease. Upon the expiration of the lease, the computer will not be replaced.