The IT Equipment Policy outlines the provision, usage and return of standard University IT equipment. It supports sustainability, security, cost-effectiveness and responsible reuse.
You can read the IT Equipment Policy to check your eligibility and responsibilities.
Standard IT Equipment Bundle
The IT Equipment Policy is supported by a centrally funded budget, which funds the Standard IT Equipment Bundle. Under the University’s ‘One Device’ approach, eligible staff receive a single device (laptop or desktop), with the following equipment:
- Monitor
- Headset
- Keyboard and mouse
- Docking station - for laptops only
Please note: The centrally funded Standard IT Equipment Bundle is available only to eligible staff as defined in the IT Equipment Policy. Some roles, including many research staff, are departmentally funded and therefore not covered by this policy. Please check the policy or speak with your line manager/department for clarification.
Non-standard equipment
If the Standard IT Equipment Bundle does not meet your needs, for example, due to specialist research or other work-related specifications, you can submit an enquiry, and DDaT will guide you through the relevant process. Your Head of Department must approve special requirements.
Alternative equipment for accessibility needs
Where staff have documented accessibility needs, additional or alternative equipment can be provided, supported by your line manager and other University services, including Occupational Health, where appropriate. Requests can be made through the Assistive Technology Team.
Request and return equipment
The table provides guidance on how to request, return, or report issues with your IT equipment.
| Action / How to | Who | Notes |
|---|---|---|
| Request a standard laptop, desktop, or tablet | Staff / Line Managers | Complete the form for the device you need. For new starters, Line Managers should submit on their behalf. |
| Request a non-standard device | Staff / Line Managers | Complete the appropriate device form (laptop, desktop, or tablet) and tick the box to specify any additional or non-standard equipment. DDaT will contact you to discuss your needs and any budget. Non-standard requests require Head of Department approval. For accessibility-related equipment, see the guidance above. IT Purchasing will review your request in accordance with the Procurement Policy (2.1 - IT Purchasing) |
| Return a University device | Staff | Return any additional standard devices or all equipment when leaving the University to DDaT for secure reuse. |
| Report a Device Issue | Staff | Report a faulty device and receive a prompt replacement, subject to availability. |
| Moving to a new role | Staff / Line Managers | If you move to a new role, you will keep your existing device. Access to systems and software will be reviewed with your new line manager to ensure it meets the needs of your new position. |
Support sustainable practices
The University’s approach to IT equipment helps reduce environmental impact and improve efficiency:
- Devices (laptops, desktops, or tablets) follow a minimum five-year replacement cycle, unless faulty and require earlier replacement. By following this cycle and reusing devices, the University reduces IT-related emissions by an estimated 135 tCO₂e each year – equivalent to switching off all heating and electricity in 4 West for a year or over 50 return flights from London to New York
- Peripherals (docking stations, monitors, laptop risers, headsets, keyboards, and mice) are replaced only if faulty. This approach helps reduce unnecessary purchases and environmental impact
- Returned devices are securely wiped and added to the IT device pool, enabling faster provisioning for new staff and quicker replacement of faulty devices
Help and support
If you need help or advice with your IT equipment, contact the IT Service Desk via the Self-Help Portal.