To order new equipment:

1. Review our current hardware standards to select a system. We're ready to provide a consultation if you're unsure what you need!
2. Email BioMed-ITSC@brown.edu to initiate a system replacement.
   Please include:
   - The system you request, specifications for a custom order, or a consultation request.
   - A cost center or grant if this is not an ERP request.
   - Building and room to deliver the equipment to.

Our team will reply to confirm receipt of your request and schedule deployment when your new system is ready.

Please note: If you have a previously assigned system, we must recover that device if ERP was used to purchase it. These systems are reconditioned and used in our loaner pool and for secondary tasks.

Replacement Cycles

The Office of Information Technology recommends replacing most systems every four years. The Division of Biology & Medicine does not currently observe time-based replacements.

Positions covered by ERP are eligible for a system replacement when their device is at least four years old, and the system is experiencing degraded performance or no longer meets the position's needs.

Systems not covered by the ERP program may be replaced as their funding source permits. We encourage Division faculty and staff to follow OIT's recommended four-year replacement cycle.

To replace equipment:

1. Review our current hardware standards to select a system. We're ready to provide a consultation if you're unsure what you need!
2. Email BioMed-ITSC@brown.edu to initiate a system replacement.
   Please include:
   - Serial number of Service Tag of the current device
   - The system you request, specifications for a custom order, or a consultation request.
   - A cost center or grant if this is not an ERP request.
   - Building and room to deliver the equipment to

Our team will reply to confirm receipt of your request and schedule deployment when your new system is ready.

Please note: We are required to recover the previous system when ERP was used to purchase it. These systems are reconditioned and used in our loaner pool and for secondary tasks.

Keeping you safe is our priority. The University's processes ensure that devices storing sensitive data are properly sanitized before disposal or transfer. This process also helps to maintain accurate licensing and inventory records for security and compliance purposes.

Securely and responsibly disposing of computer electronic waste (e-waste) in accordance with University policy is easy!

To return surplus equipment:

1. Back up important data and configurations if this is a device that stores data
2. (Apple devices) Confirm you have signed out of iCloud and disabled "Find My..." if it was enabled
3. Email BioMed-ITSC@brown.edu to request a surplus pickup.
   Please include:
   Building and room #
   Description of items to be removed
   Pickup timing preferences.

When a faculty member or researcher is leaving Brown and requests to take equipment with them to their new institution, the following steps are required prior to the release of equipment:

1. A completed Release, Waiver Indemnity to Transfer of Title form must be submitted to the Controller's office.
2. BioMed IT will review the equipment to remove Brown licensing and and update inventory records.