The 2018 Allocation Process is now underway. This process is the primary request period for computer equipment for the 2018-2019 academic year.  After this request period, requests for computer equipment will be evaluated based on urgency or mission criticality.

When preparing the request, please be sure to include the following categories of people in the process. Each year needs are overlooked in the allocation process and most often fall into these categories:

  • Faculty going on sabbatical
  • Faculty returning from sabbatical
  • New hires
  • Open or planned searches, even if no one has been hired
  • Labs

Computer hardware requests are coordinated by each department to ensure that the needs of all its members and programs are addressed and prioritized by the department. Individual requests should be forwarded to the person coordinating the department’s request.

Adam Nielsen and his Advanced Services group are available for consultation as you develop your requests and to answer any questions you may have.  In addition to Adam’s group, faculty may consult with Jason Parkhill, Director of Academic ITS.

Annual Hardware Request Process

  1. The current hardware inventory is available to those persons making departmental requests on the web at the following link:
    2017 Computer Hardware Request Web Form
  2. If you find errors in the inventory when you access the inventory/request page, please make a note of this in the “Remarks” line available after the piece of hardware in question. If you have any questions about the inventory, please contact Adam Nielsen (, 4217) or Mike Miner (, 4225).
  3. Requests for changes to existing workstations (replacements and upgrades) must be made on the inventory/request web page. You will find instructions on how to use the process on inventory/request web page.
  4. Each time the department request coordinator visits the inventory/request web page, the request information is loaded from the database. Each time the request information is submitted, this information is updated in the database. You can visit repeatedly, each time updating your requests until May 24th. The information in the database at the end of the day on May 24th will be used for the allocation decisions.
  5. Notify Adam Nielsen when you have completed the process. He or one of his staff will contact you to go through the allocation process to make sure your needs are represented and understood.
  6. Preliminary allocation decisions will be made available to department requesters for review and possible minor adjustment.

Annual Allocation Guidelines

  1. New stations, as opposed to upgrades or replacements, will be very limited and will require justification. The needs of people newly hired are not included in the limitation in number of “new stations” added during the allocation process.
  2. We do not specify automatic replacement of computer hardware after a certain number of years. If you are concerned your computer won’t meet your needs for the upcoming academic year, make the request and include details if possible about what you need. We review every request and will work with you to make sure your needs are met.
  3. Every person’s needs must be included, even if a search for a candidate is still going on or even if the search has not yet begun. If you do not know what will be needed for a person, request a new station, make your best guess as to what will be needed, and tell us in the comment field what date the position is likely to be filled. We will coordinate with you later in the year. Don’t wait until later to make a request or a computer may not be available for the arrival of the new hire in time.
  4. When a person leaves the College, their allocated computer must be returned to ITS for reallocation. Reallocation within a department may not occur unless approved in this request process. A major reason for doing this is to preserve confidentiality of information on computers allocated to individuals.
  5. Include the needs of those who are returning from sabbatical and other leaves.
  6. Include the needs of faculty members going on sabbatical leave. Continued allocation of computer hardware and software is normally expected for those going on sabbatical leave but not necessarily other kinds of leave, where approval will be required. If a faculty member has special requirements during the sabbatical leave beyond their normal allocation, these should be included in this request process.
  7. Windows computers distributed this year will be Windows 10. Except in departments where support is already in place, Linux is unavailable.
  8. Requests for switching from Windows-to-Mac or Mac-to-Windows must include a list of any specialized software in the remarks box so that ITS can find compatible versions or alternatives.
  9. If major upgrades or a switch to a new operating system (e.g., Macintosh to Windows) are being requested, include a very brief programmatic assessment of the overall impact of the changes being requested. Particular attention should be paid to shared resources within and between departments.
  10. For both Macintosh and Windows upgrades there is no need to specify requirements unless there is something unusual about how the computer is used. Almost all of the new computers purchased by the College this summer will be of one standard desktop and one standard notebook (for both Mac and Windows) with only a few more advanced computers where clearly justified.
  11. For most people, what is required about once every four years is a standard replacement computer (faster, more storage, more memory, more media capabilities, etc.), or a switch to a notebook computer from a desktop computer or vice versa. Simply requesting “Upgrade Needed” on the form indicates replacement with the significantly more capable current model. If there are special requirements, these should be noted and consultation may be needed.
  12. Requests for a notebook computer to replace a desktop model will be closely examined and require a compelling justification. Unfortunately, the cost of a notebook computer appropriately configured for use at Colby is significantly higher than that of a basic desktop computer.
  13. A limited number of used computers will be available for reallocation as replacements for even older computers. Please request a used computer in the remarks box.

New Allocation Process

  1. A member of the allocation team will contact you asking you to pick three possible days to process your new computer.
  2. We will let you know which of those dates will be your allocation day and will arrange for pick-up or drop-off of your computer equipment.
  3. The allocation process usually takes 24 hours, during which time you will not have access to your computer, please plan accordingly.
  4. During the allocation process you will be given a temporary password that you can use during the 24 hours.  After you get your new computer you we will help you reset your password.
  5. Your new computer will come pre-loaded with the standard suite of Colby software (Excel, Word, Firefox, etc).  Any officially supported software can be installed upon request.  All other software will need to be self re-installed, if necessary the Support Center can assist.
  6. After the allocation process is complete, a member of the allocation team will contact you to arrange pick-up or drop-off.
  7. ITS will hold on to your old system for 6 months in case you notice any missing data.

Allocation Policies

Operating System Standards

Macintosh OS X and Windows 10 are the current College standards.

Device Per Employee

Colby faculty and staff will be allocated one desktop or laptop computer. Laptop computers will be packaged with of a flat panel display, external keyboard and mouse for ergonomic reasons. Exceptions may be requested by emailing with justification.

Device Reallocation/Employee Departure

Computers acquired with college funds must be returned to ITS when an employee departs.

Eligibility for Allocation Funding

Computers and other equipment purchased with grant, endowed chair, department or other funds are not eligible for upgrades or replacement through the allocation process without prior approval.

It is strongly recommended that the Chief Information Officer be involved in grant proposals to purchase computers to be used extensively by students to determine an appropriate options for future replacement.

Requests to include computers previously purchased using non-ITS funding may be submitted with justification which includes extensive direct student use in the academic program. The approval process includes the Academic and Administrative Vice Presidents review of the request and the ITS recommendation.

Academic Allocation Priorities

  1. Activities directing involving students
  2. Faculty activities involving the curriculum
  3. Scholarly activity of the faculty
  4. Administrative activities of the faculty

Administrative Allocation Priorities

  1. Enable high priority tasks within the department
  2. Increase efficiency and/or productivity
  3. Other needs

Computer/Computing Device Procurement

Computers and computing devices may be purchased outside the allocation process. All computers, computing devices (including iPads/iPods), or software purchased using College funds must be purchased through ITS and included in the College inventory, and will be supported, repaired, and maintained by ITS. Purchase requests should be directed to