Overview
USC Dornsife has implemented a planned replacement cycle for staff computers within Dornsife administrative departments. This program is centrally funded and is supported by Dornsife Technology Services (DTS).
This guide provides further details about program participation and implementation: the process for current staff differs slightly than the process for new hires.
For program information, please see:
Current laptop model
For FY 2023–24, the standard laptop is the ThinkPad L14:
- Operating system: Windows 11
- Processor: AMD Ryzen 5 Pro
- Memory: 16GB*
- Total storage space: 512GB SSD*
- Compatible with Windows Hello (fingerprint or facial recognition)
- Microsoft OneDrive for backup and storage
*Specifications indicated with an asterisk are upgradable, subject to approval.
These functional specifications meet the medium/high recommendations listed in the Computing Recommendations for Faculty and Staff published by the USC Technology Council and ITS.
The following equipment is also included:
- Docking monitor (external monitor with built-in laptop charging dock, webcam, mic, and speakers)
- Keyboard and mouse
Equipment packaging should be kept intact to ensure the safe return of equipment to DTS for servicing as required or at the conclusion of its lifecycle.
Program participation for current staff
For current staff, no action is required to initiate the process: DTS will contact you once you meet eligibility criteria.
Step 1: DTS identifies eligibility and contacts you
Once a semester, DTS runs a report to identify staff computers within Dornsife administrative departments that have reached or are about to reach the end of their five year lifecycle. If you are eligible for the program and the identified computer is your only USC-issued computer, DTS emails you with program details and invites you to participate.
At this point, you can:
- Opt into the program, if the standard equipment offered meets your needs and you would like DTS to provide this centrally-funded replacement
- Opt out of the program, with the approval of your supervisor, if the standard equipment offered does not meet your functional needs or preferences; you can instead purchase a replacement at some future point using departmental funding
Please notify DTS promptly if, at the time that DTS reaches out to you, your computer has not reached the end of its five year lifecycle.
Step 2: DTS initiates the replacement process
If you opt into the program, DTS moves forward with the computer replacement process.
If you opt out of the program, your supervisor will be asked to provide approval for the opt-out.
Step 3: Sign the program agreement and back up your existing computer to OneDrive
Sign the program agreement
DTS sends the program agreement to you and your supervisor to sign in DocuSign.
Back up your existing computer to OneDrive
Make sure that any computer files you want to keep are backed up to OneDrive:
DTS can assist you with the backup and transfer process.
Step 4: Prepare and exchange existing equipment for replacement
DTS keeps a store of program equipment on hand to facilitate expedited delivery times. Once the program agreement is signed by all parties, DTS contacts you to schedule an in-person appointment for exchange.
Prior to this appointment, make sure that files from your existing computer are backed up. Once you return your computer and DTS re-images it, the files are unrecoverable.
During the appointment, DTS will help you set up OneDrive on your computer replacement.
Program participation for new hires
For new hires, their supervisor must reach out to DTS to request computer equipment.
To ensure that equipment is ready for your new hire's first day, submit your request at least one week prior to the new hire's start date.
Step 1: New hire's supervisor submits equipment request to DTS
The new hire's supervisor should initiate the equipment request online at least one week prior to the new hire's start date:
Step 2: DTS prepares and issues the new hire's equipment
DTS keeps a store of program equipment on hand to facilitate expedited delivery times and will coordinate with the new hire's supervisor to arrange equipment pickup (in-person, delivery to an on-campus office, or shipping to a home office).
Step 3: New hire and supervisor sign the program agreement
DTS will assist the new hire with initial computer setup, including setting up OneDrive for file backup and storage.
DTS sends the program agreement to the new hire and their supervisor to sign in Docusign:
Program returns
Equipment issued under this replacement program must be returned to DTS ahead of the five year lifecycle if any of the following conditions are met:
- The staff member is separating from their Dornsife department and is not transferring to another eligible Dornsife department
- The staff member receives another computer through alternate funding
- The staff member decides to opt out of the program, with their supervisor's approval, after determining that the standard model is not sufficient for their needs
The staff member's supervisor is notified when the staff member is first issued program equipment and is responsible for ensuring equipment return or the replacement cost of the equipment.
How to return equipment
Equipment issued through the Refresh-IT program qualifies for return under certain conditions. To initiate a return, email ts@dornsife.usc.edu.
Program costs
This program is centrally funded, and if the staff member chooses to participate, there is no cost to their department for program equipment and support.
Shipping costs
For the initial deployment of a new computer, there is no cost whether the staff member is exchanging their computer at the DTS office, having it delivered to an on-campus office, or having it shipped to a home office.
If the staff member is sending a computer back to DTS for repair or return, their department is responsible for covering shipping costs, including any additional packaging needed to ensure safe and secure shipping.
Opting out of the program
If the staff member opts not to participate in the program, with their supervisor's approval, and will use alternate funding (such as departmental funding) to replace their computer, they should refer to the following links to ensure that the replacement complies with Dornsife's IT Procurement Policy: