Service overview
Administrative computers are provided to all centrally funded (at least 50% 1A full time) administrative employees who require computers for their work.
Service includes:
- One laptop per eligible employee
- Laptops are the default device. A desktop may be requested with a valid use case, subject to IT assessment.
- One Standard 24in USB-C Monitor
- A second monitor (based on the standard model) can be purchased by the unit/faculty.
- Standard Accessories:
- Laptop: Keyboard and mouse are not supplied. New accessories can be purchased by the unit or faculty through MMP.
- Desktop: Wired keyboard and mouse are included.
- Preloaded Software:
- Devices come with commonly used software to support administrative tasks.
Not included: Additional accessories such as wireless keyboards, external webcams, or second monitors must be purchased separately by the unit/faculty through the MMP.
Additional Details
- Standard Laptop Model are selected annually by IT Services to meet the needs of approximately 90% of staff, including support for web conferencing tools (MS Teams, Zoom).
- Alternate Models: If the standard model does not meet a user’s needs:
- IT will assist in selecting an alternative.
- If a platform other than Microsoft Windows is required, a business case must be submitted for analysis and further approval.
- The unit or faculty must cover any cost difference from the proposed standard-based model. Contact your local Technical Steward for further information.
- Desktop Requests
- Must be justified by a use case and approved by the Asset Steward. Note: Shared, public, lab, and classroom computers do not require a use case.
- Device Lifecycle (Evergreening):
- Devices are typically eligible for replacement at the end of their expected lifecycle, subject to funding availability:
- Desktops: 5 years
- Laptops: 4 years
- MacBooks: 6 years
- Monitors: 7+ years
- Devices are typically eligible for replacement at the end of their expected lifecycle, subject to funding availability:
Early replacement requires Director-level approval and may incur additional costs.
See IT Equipment Lifecycle for more details.
- Support for Changing Needs: If a user’s role changes and the current device no longer meets their needs, contact the IT Service Desk for assistance.
- Device Fit: Since devices are kept for 4 or 5 years, selecting the right model from the start is essential.
Who can use it
The program covers administrative staff who are centrally funded (1A).
Shared computers, used by casual workers, are also covered as long as the computer is used on a more or less full-time basis.
How to request & access the service
Requesting computers and equipment
IT Asset Stewards (usually the administrative person in the unit/faculty) can make requests for administrative computers via the Computer request forms on the IT Support site.
The evergreening strategy for existing computers and the specifications for Recommended administrative computers are announced to the units and faculties each year through the Office of the CIO.
Getting a new work computer?
The following guidance helps you prepare for a computer replacement and connect your new equipment once it is delivered.
Back up locally stored files
Administrative staff are responsible for backing up any files stored on their work computer. Activate OneDrive backup to sync files from your local Desktop, Documents and Photos folders to McGill's OneDrive for Business cloud storage. Keep OneDrive backup on at all times so you always have a copy in the cloud.
Ideally all work files should be stored on McGill-provisioned services for file storage and collaboration, such as MS Teams, SharePoint, OneDrive and D2.
Connecting Your Laptop to a Monitor
If you have a USB-C Monitor with Power Delivery (65W minimum, 90W recommended):✅ This is the most efficient and recommended setup. Simply connect the USB-C cable from the monitor to your laptop’s USB-C port. This single connection will:
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If You Don’t Have a USB-C Monitor:You can still connect an external monitors using:
Alternatively, you may use a USB-C or Thunderbolt docking station. ⚠️ Note: Docks are more expensive but offer additional connectivity options. |
Cost
There is no cost for standard computers and equipment provided by IT Services.
Departments may purchase additional equipment at their own expense, but we recommend consulting IT Services before purchasing computers or monitors, as these devices may need to be supported by IT. To make equipment maintenance more efficient, we standardize models as much as possible.
Availability
The evergreening program is re-evaluated on a yearly basis by the Office of the CIO.
Frequently asked questions
How do I know if I have a McGill-managed computer?
All McGill-managed Windows computers have the McGill-branded login/lock screen. The background photo changes several times a year, but the screen always features the IT Services logo and a QR code linking to the IT support website:
How is it determined how many computers a unit/faculty will get?
See How to request & access in this article.
Are monitors covered under the evergreening program?
The goal of the evergreening program is to maintain a fleet of computers that meet or exceed minimum performance standards. These standards are reviewed annually to ensure alignment with evolving technology needs.
Monitor Strategy:
- As part of our shift from desktops to laptops, we aim to provide eligible laptop users with a new 24" USB-C monitor. Older, but still functional monitors are being redistributed to desktop users to replace aging units with degraded display quality.
- The evergreening program provides one monitor per user.
- If a second monitor is required, it must be purchased by the department or unit.
Recommendation for Dual Monitor Setup:
- For laptop users with a 24" USB-C monitor, we recommend pairing it with a second 24" monitor of the same type. These monitors can be connected using daisy chaining via the DisplayPort Out on the primary monitor to the DisplayPort In on the secondary monitor. This setup ensures a clean, efficient workspace with minimal cabling and full functionality.
What should I do with older computers that are being replaced but are not yet end-of-life?
See the instructions for re-purposing equipment in the Best Practices & policies section below.
How do I register an IT asset purchased from a vendor other than Insight or MicroAge?
Please use the following form: Register an IT asset
Best practices & policies
Principles guiding the PC renewal program:
- Zero fleet growth. A minimum of 1 old computer must be retired for each new computer allocated (1 in/1 out).
- All end-of-life computers will be disposed of in accordance with IT Asset Management Regulation
- Under the program, eligible employees are entitled to only one computer.
To support McGill's plans for fiscal and ecological responsibility, and to protect confidential data, please consider the following best practices:
- Replace oldest computers first.
- Repurpose, if possible. Older computers, that still meet McGill's reuse eligibility criteria, can be redistributed to other individuals or units/faculties. Your contribution of old equipment would be greatly appreciated. Please have your LAN Administrator send an email to administrative.desktop@mcgill.ca, so that we may manage the reallocation of equipment.
- To comply with the IT Equipment Disposal Policy, follow the guidelines in Proper disposal of IT equipment at McGill.
- Remove existing software and data from computers. Ensure all McGill-owned software is removed according to the terms of our software license agreements.
Training & documentation
Resources for IT Asset Stewards:
Instructions for administrative staff:
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- Activate OneDrive backup (to make computer upgrades quick and easy)
- Connecting a laptop to monitor(s), docking station, and peripheral devices
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Support
If your unit/faculty receives centralized IT support from IT Customer Services (ICS), you can contact the IT Service Desk.
Otherwise, contact your local System Administrator.
Note: Don't know whether your unit/faculty is supported by ICS? Don't know your Local Area Network (LAN) administrator? See the Who can use this service section of the IT Service Desk Service Description.