UBCO Computer Replacement Program (CRP)

UBCO Computer replacement program (CRP)

A centrally funded program supporting the technology needs of UBC Okanagan faculty and staff.

Mission Statement

The Computer Replacement Program (CRP) aims to ensure UBC Okanagan employees in permanent ongoing positions have reliable, secure, and modern computer equipment. Through standardized device offerings, centralized funding, and predictable replacement cycles, the CRP supports productivity, cybersecurity, and a consistent technology experience across campus.

General Information

The CRP program provides centrally funded, fully supported computer equipment for permanent ongoing positions at UBC Okanagan (UBCO). As equipment ages, UBCO IT replaces devices according to lifecycle guidelines—subject to annual funding availability.

Current standard UBCO IT devices:

• PC-based hardware from Dell
• Apple Mac computers through Staples

If the equipment you require is not part of the standard CRP standard options (see standard options below), UBCO IT will assist with finding the closest matching supported model based on your needs.

What to Expect After Submitting a Request

After submitting a CRP request, you can expect:

1. Your request will be triaged to our CRP analyst for review.
2. A CRP analyst will contact you to confirm eligibility and requirements if eligible. (Usually responding in 3-5 business days from ticket submission)
3. Once approved and your device is ordered, you will receive a scheduling email for pickup or installation.
   Typical time from submission to device delivery: 4–8 weeks, subject to funding availability and device inventory.
   Note: Apple devices are sourced through a separate supplier. Add 2–4 weeks to total delivery time for Apple-sourced hardware.
4. After your device is delivered, please set aside 1–2 hours for a follow‑up review. During this time, we’ll work with you to confirm that everything you need is fully set up and functioning as expected. While our technicians make every effort to deliver equipment in complete working order, certain custom software or personalized configurations may require additional time to finalize. If you experience any issues after delivery or have further setup requests, please contact your technician directly and they will be happy to assist.

Eligibility

You are eligible for new CRP or CRP renewal if you are:

• A full-time (1.0 FTE), ongoing UBCO faculty or staff member
• An instructional position with a term longer than 3 years (eligibility confirmation required)

You are not eligible if you are:

• Grant-funded
• Sessional, temporary, or term-limited employee
• A graduate student or student employee

All CRP participants must follow the Acceptable Use Agreement.

Standard Offerings

For Faculty

• Eligible for a CRP standard laptop or desktop
• CRP covers the cost of approved standard Dell models or base standard Apple MacBook Air (additional funding required for Apple equipment selections)
• Additional funding is required to cover uplift costs for upgrades or alternate supported models

For Staff

• Eligible for a CRP standard PC laptop or PC desktop, plus one monitor for desktop setups
• Eligible for CRP funding towards alternative models required for business requirements with approved additional funding
• Departments must fund additional peripherals, such as:
  • Docking stations
  • Secondary monitors
  • Extra keyboards/mice
  • Specialized accessories

PC Standard Equipment

CRP currently covers one of the following:

• PC 14″ Dell Laptop
• PC Dell Desktop with keyboard, mouse, and one 24″ monitor

All CRP devices:

• Are fully supported by UBCO IT
• Meet UBC CyberSecurity requirements
• Are centrally managed and patched
• Are supported for up to 7 years
• Are refreshed on a budgeted life cycle

➡️VIEW CURRENT CRP STANDARD MODELS

Apple Equipment

CRP offers a base standard MacBook Air* for eligible users who require or prefer macOS. *Please note that additional funding is required to purchase AppleCare with any Apple suported device as this is not included in cost of purchase or covered by CRP.
Additional Apple configurations are available as uplift options, with CRP funding applied up to the value of the standard Windows model and departments covering uplift costs.

Apple equipment is sourced through Staples, and UBCO IT can help match specifications for non-standard needs.

Uplift Options

Getting Started – New Hire

For new, transferred, or rehired employees: 

➡️ Submit an Okanagan Employee IT Onboardingrequest in the UBC Self-Service Portal. 

This ensures: 

• Correct equipment is allocated to the position
• Access, accounts, and permissions are prepared 
• Special requirements are captured early 

Important:
CRP devices are assigned to the position, not the individual.
New hires may be required to use existing equipment assigned to the hiring position until lifecycle renewal. 

Life Cycling 

CRP devices are eligible according to lifecycle guidelines and available budget funding: 

• Laptops: 4 years
  Desktops: 5 years 

Actual replacement schedules are reviewed and based on available funding. 

Departments may choose to buy out end-of-life equipment for ongoing use. Contact UBCOIT for more information about options.

Renewal Requests 

If your CRP device is at or beyond lifecycle: 

➡️ Submit a CRP Renewal Request FoRm via the UBC Self-Service Portal. 

Priority is based on: 

• Device age 
• Functional position requirements 
• Annual budget funding availability 

Include the device asset number for faster processing. 

Request Support 

• For help with CRP or device issues:
  ➡️ Submit a Report an Issue ticket in the UBC Self-Service Portal or Book an in person Technician visit
• Questions around Research IT needs. Connect with our Research Computing Team

The following table clarifies the responsibilities of UBC IT Okanagan and those of the client.