Computer Availability

Standards and Processes

Lifecycle Computer Refresh Program

Information Technology (IT) supports a Lifecycle Computer Refresh (LCR) program to ensure full-time employees have reliable, secure, and supported computing devices. The LCR program also supports the computers found in classrooms, open computer labs, and event spaces.

LCR Program Principles
  • One primary computer per full-time employee 
  • Computers meet IT standards 
  • Replacement occurs approximately every four years 
  • Laptops are strongly recommended and prioritized 
LCR Computers are selected to support:
  • Automated operating system and software updates 
  • Centralized software deployment 
  • Required cybersecurity controls 

Computers for Full-time Employees 

Eligible full-time employees are provided a standard computer through the Lifecycle Refresh (LCR) program. 

Participation in the LCR program ensures that GGC-owned computers remain compatible with required software, cybersecurity protections, and operating system updates, while also supporting responsible budget planning. 

IT prioritizes issuing a new computer when possible; however, previously assigned devices may be provided based on available inventory and budget. 

Preparing for Computer Pickup

Employees are notified by email (ticket) when they are eligible for a Lifecycle Computer Refresh. Once notified, employees are expected to complete the following steps to ensure a smooth transition: 

  • Backup all work files to OneDrive. 
  • Bring the replacement-eligible laptop and charger to the Help Desk. 

Additional requirements: 

  • Complete any required off-campus user agreement(s), if applicable. 

Computers for Part-Time Employees 

IT provides computers for part-time employees from available inventory. If inventory is not available, budget managers may need to assist with identifying funding. Part-time employee computers are managed outside of the LCR program. Supervisors may request a standard computer quote for part-time employees. 

Computers for Student Assistants 

Student assistants are not eligible for computers through the LCR program due to the temporary and role-based nature of their assignments. 

Supervisors or budget managers are responsible for funding computers used by student assistants. IT recommends All-in-One computers for student assistant use. Supervisors or budget managers may request a student assistant computer quote. 

Special Purpose Computers 

IT may facilitate the purchase, implementation, and support for special purpose computers that differ from established IT standards to support the business needs of the college. A special purpose computer may have different specifications (CPU, memory, graphics, etc.) to support software or computing requirements than what is included with the standard computer.

Review IT Acquisitions to initiate a consultation to discuss business needs and funding requirements. 

Frequently Asked Questions 

How does an employee know when they are eligible for LCR? 

Employees may submit an LCR inquiry to confirm eligibility or ask questions related to their refresh timeline. 

Does IT provide external monitors or docking stations as part of LCR? 

No. External monitors and docking stations are not included as part of the LCR program. 

IT can provide vetted monitor and docking station options, along with recommendations, quotes, and assistance with setup. Budget managers are responsible for securing funding sources. 

May an employee be assigned a second computer? 

The LCR program supports assignment of one computer per employee. Requests for a second computer must include a business justification and are reviewed under established governance. Budget Manager will be required to identify funding. This also applies to requests related to grants. Budget Managers should plan for a 4-year lifecycle replacement for computers that are not part of the LCR program.

May an employee switch between a laptop and desktop during their next LCR? 

IT prioritizes laptops for employee use. Requests to switch device types must include a business justification and are viewed under established governance and funding availability. 

May an employee request a computer outside of standard specifications? 

The LCR program provides computers that meet IT standards and configuration requirements. Requests for non-standard devices must include a business justification and are reviewed under established governance. Budget Manager will be required to identify funding. Budget Managers should be aware that choosing a non-standard device may have future budget implications when the computer enters the 4-year lifecycle replacement cycle.

Are employees required to participate in the LCR program? 

Yes. Full Time employees are required to pick up their replacement computer within 20 business days of notification. 

Participation ensures that: 

  • Devices remain supported and secure 
  • Required operating system and software updates can be applied 
  • IT can effectively manage lifecycle planning and budgets 
What happens if an LCR computer stops working or is damaged? 

Employees should bring the device to the Help Desk or submit a ticket. IT will evaluate the device and may recommend one of the following: 

  • A loaner computer while repairs are completed (when under warranty) 
  • Replacement with a new LCR computer 
  • Replacement based on available funding 

Devices damaged due to misuse may require replacement funded by the employee’s budget manager. Additional details are available in APM 11.91 Lost, Stolen, Damaged Equipment. 

Will IT provide a replacement charger? 

IT will provide a replacement charger at no cost if the charger stops functioning due to normal use. Lost or damaged chargers will require funding from your unit’s budget per APM 11.91 Lost, Stolen, Damaged Equipment. 

Chargers should be brought to the Help Desk or a ticket may be submitted for evaluation. 

What happens when an employee separates from GGC? 

Employees must return their assigned computer and charger no later than their last day of employment. Any additional IT assets must also be returned. Supervisors are responsible for ensuring employees return computers and IT assets to the Help Desk. 

Are employees able to purchase IT-assets such as computers that will be surplussed?

Section 2 of the Georgia Surplus Property Manual provided by the Department of Administrative Services outlines the process for state employees to purchase state property.