# HGSE's Computer Hardware Policy ## Purpose This policy explains the hardware IT provides, how to request it, what it costs, and how far ahead to plan so your equipment is ready when you need it. ### Eligibility and Requests - Faculty and staff at 0.5 FTE (half-time) or greater receive an HGSE-standard laptop from IT on their first day. - To ensure a clear and consistent ordering and billing process, full-time hiring managers or supervisors should submit requests to IT at [IT\_OneStop@gse.harvard.edu](mailto:IT_OneStop@gse.harvard.edu). - Computers are leased on a four-year cycle and replaced at the end of each lease term. Open all sections Close all sections ### Standard Primary Computers (IT-Funded) expand\_more #### What you get One standard PC laptop replaced every 4 years — or earlier if you run into a hardware issue or other special circumstances. **If you have an assigned office, you also get:** - 1 docking station - 1 24" monitor - 1 wired keyboard - 1 wired mouse **Fully remote employees receive the laptop without peripherals.** #### Who pays IT does. Standard equipment comes out of the IT budget at no cost to your department. #### Timing Most standard setups are deployed within one week of IT receiving the order. Submit your request at least two weeks ahead of when the computer is needed to ensure there are no delays. ### Non-Standard Primary Computers expand\_more “Non-standard” means any primary laptop that is not the current IT standard model. #### Getting it approved Non-standard machines need IT approval first. IT will review the specifications you provide and confirm that the system is compatible with HGSE’s device management tools and security standards -- this is what lets us support and protect it. #### Who pays - IT contributes up to $400 per year toward the lease. - Your department or faculty budget covers anything above that, billed quarterly for the length of the lease. IT will ask for a billing code up front. - The department is responsible for the full 4-year lease cost of a non-standard computer, even if the recipient leaves early or was a term employee. If IT can reallocate the device to another department, that cost will go away. - Peripherals (dock, monitor, keyboard, mouse) are not IT-funded for non-standard setups. IT will place the order for peripherals using your billing code, and the cost will be covered by your department or faculty budget. #### Timing Plan for at least 6 weeks for approval, ordering, configuration, and deployment. ### Supplemental Computers expand\_more “Supplemental” means an additional standard computer beyond your primary machine (for example, a second laptop for a faculty member, a shared department machine, or a device for a temp or consultant). #### Getting it approved Supplemental computers or hardware need IT approval first. Please do not purchase or acquire hardware without consulting IT; it may not be eligible for support, configuration, security management, or reimbursement. #### Who pays Supplemental laptops are leased, and pricing varies. IT will share the exact cost when the request comes in. The department or faculty budget is responsible for all lease and peripheral costs, billed quarterly against a billing code. #### Short-term use Short-term use for supplemental hardware is billed in 6-month increments with no partial periods. #### Timing Plan for at least 4 weeks for approval, ordering, configuration, and deployment. ### User Responsibilities expand\_more HGSE equipment is yours to use and look after. Here are a few guidelines to keep devices working well and ready for their next user. #### Personalize your device. Feel free to add fully removable accessories (e.g., cases, sleeves, clip‑on covers) that do not leave residue or damage the device. Please skip stickers, labels, tape, paint, etchings, or any other markings directly on laptops, monitors, docks, or other equipment. #### When something breaks. Bring it to HGSE IT for assessment and service. Please don’t attempt repairs or modifications yourself; we can usually fix it under warranty. #### When you’re done with it. Return all HGSE‑owned computers and peripherals to IT when your employment, appointment, or assignment ends, or when equipment is replaced during a standard refresh. Please return devices in good working order, free of stickers, adhesive residue, and other non‑HGSE markings. ## Questions? Contact HGSE IT — especially if you're planning a non-standard or supplemental request. Talking to us early is the easiest way to avoid delays and surprise costs. [ draftsContact HGSE IT](mailto:it_onestop@gse.harvard.edu) [Download HGSE's Computer and Hardware Policy chevron\_right](https://its.gse.harvard.edu/sites/g/files/omnuum3916/files/2026-09/HGSE%20IT%20Computer%20Hardware%20Policy.pdf) See also:- [ Faculty ](/audience/faculty) - [ Staff ](/audience/staff) - [ Service Center ](/service-area/service-center)