Skip to main content
Vanderbilt Background Photo
  2. Internal
  3. Academic Policies
  4. Computer Policy

Computer Policy

Below are the policies and procedures for providing and maintaining computer equipment for faculty and staff in support of the academic mission of the College of Arts and Science.

Computers for New Faculty

New tenured, tenure-track, or full-time continuing-track teaching faculty with multi-year appointments must use available research or startup funds for the purchase of an office computer system. If no such funds are available, the college will provide a standard system.

Visiting/adjunct/adjoint faculty, lecturers, and faculty without multi-year appointments will be provided with refurbished equipment.

Research faculty are expected to use grant or research funds to purchase their computer systems.

All computers must be purchased through Vanderbilt University Information Technology (VUIT). See below for procedures and computer specifications.

Replacement of Faculty, Instructional, and Administrative Staff Computers

Every four years, the A&S Dean’s Office will provide a new standard system to eligible faculty and administrative staff.

Eligible faculty include tenured, tenure-track, and full-time continuing-track teaching faculty with multi-year appointments who do not:

  • Receive $10,000 or more in annual research funds from the college, or
  • Have $40,000 or more in available non-sponsored faculty funds.

Faculty with research allocations that meet either threshold are expected to purchase their own replacement systems using those funds.

VUIT will replace all instructional computers (e.g., classroom systems) and registered administrative staff computers on a four-year cycle—or earlier if needed.

To check your system’s age, go to “About your PC” under Settings. When nearing the end of its lifecycle, contact your Admin/FUM/SAO to initiate the replacement process through VUIT. 

Guidelines for the Purchase of Computers

Per university policy, the College of Arts and Science provides eligible faculty and administrators with a standard system. Any deviation from the standard configuration—including software or a second device for Vanderbilt business—must be preapproved by your SAO and covered using non-sponsored faculty funds or non-operating funds.

All computers, laptops, and tablets must be purchased through VUIT, regardless of funding source.

Accessories (monitors, docking stations, printers, scanners, storage devices—physical or virtual) may be purchased by the departmental administrator using an appropriate procurement method and funding source.

Purchasing through VUIT ensures academic discounts, correct warranties, and proper tracking for life-cycle replacement.

Support and Maintenance

Please visit the VUIT website for support services and to submit maintenance requests.

Ownership and Custody

All equipment and software purchased with Vanderbilt funds remains the property of Vanderbilt University, regardless of the source of the funds.

When a new system is issued, the old one must be returned to VUIT unless the A&S Dean’s Office (via your SAO) grants approval to retain it. Systems ready for disposal must be returned to VUIT for secure and compliant processing.

If a faculty member leaves Vanderbilt, all computer equipment purchased through Vanderbilt reverts to the College of Arts and Science, unless other written arrangements have been approved by the A&S Dean's Office.

Faculty retiring with the titles of Emeritus/a or Retired Faculty may retain their existing computer system. However, that system will not be eligible for life-cycle replacement or VUIT service/support.