Note
If you are making a computer purchase for personal use (non-Emerson funds), please see more information at Purchasing a Personal Computer.
This guide explains the process for purchasing and replacing Emerson College-owned computers, ensuring access to current technology, security, and compatibility with College systems.
For policy-based rules and responsibilities when procuring and managing technology assets at Emerson College, refer to the Technology & Media Division Asset Management Policy.
Staff and Faculty Computer Refresh Program
Emerson College replaces faculty and staff computers every five years to maintain up-to-date technology, improve security, and ensure compatibility with the latest software.
Who Does This Apply To?
This guide applies to full-time faculty and administrative staff who use Emerson-owned computers, either for individual use or as part of departmental resources.
This does not include lab or classroom computers.
Steps for Replacing Your Computer
1. Notification of Replacement
- IT will notify you when your computer is eligible for replacement under the Staff & Faculty Computer Refresh program.
- If your current computer meets your needs and remains supported, you can request a one-year delay by contacting IT promptly.
2. Choose Your Computer
- Standard laptop configurations (Windows and Mac) are listed below.
- If you require a computer or device not listed below, please contact helpdesk@emerson.edu and we will discuss your needs.
3. Request Custom Hardware (If Needed)
- If your work requires higher specifications, your department may need to fund the cost difference.
- IT will assist with quotes and procurement. Note: custom hardware cannot be returned or exchanged once purchased.
4. Data Transfer and Deployment
- IT will transfer essential data from your old computer to the new one.
- Large Data Transfers: Transfers over 50 GB may take longer. A loaner computer can be provided during this period.
- Personal Data: You are responsible for transferring personal files (e.g., photos, music).
- Retired computers will be held for 30 days for data verification before being wiped and recycled.
5. Departures and New Hires
- When a staff/faculty member leaves, the computer will be returned to the IT Help Desk. When the position is refilled, IT will configure or re-image the machine to ensure it’s ready for use.
- Departments are responsible for funding computers for new full-time positions.
Steps for Purchasing New Computers
1. Access the Vendor Catalog
- Approved purchasers can access the vendor catalog in Workday.
- If you don’t have access, contact Procurement Services.
2. Purchase Approved Equipment
- Purchase only approved technology through vendors like Connection.
- Avoid unapproved items from the Amazon vendor catalog. These are labeled Company Restricted and are not suitable for campus use.
3. Shipping Address
- All technology purchases must be shipped to:
Tech Division Inventory Group
Walker Room 530
120 Boylston St.
Boston, MA 02116
4. Configuration and Deployment
- IT will configure all new equipment, including the installation of management software, encryption, and security tools. Mobile devices will also be secured with a PIN.
- IT will notify you when your device is ready for deployment or pickup.
5. Using Your New Device
All users must comply with all applicable IT policies indexed at it.emerson.edu/policies.
Hardware Standards
Laptops (Preferred Form Factor)
Laptops provide flexibility for hybrid and remote work. For a desktop experience, pair a laptop with a monitor, docking station, keyboard, and mouse.
Desktops
Desktops are only recommended for shared computers in departmental spaces. Individual users are limited to a single laptop per individual. The assignment of multiple computers per individual (i.e., a laptop for home, a desktop at the office) is prohibited.
Apple Laptops
13-inch MacBook Air (Standard Build)
The 13-inch MacBook Air is IT’s most popular refresh computer. With plenty of RAM and a fast solid-state hard drive, and up to 18 hours of battery life this model is great for anyone interested in upgrading their laptop.
| processor: |
Apple M4 chip with 10‑core CPU and 10‑core GPU |
|
| ram: | 16 GB Unified RAM | |
| Neural Engine: | 16 Core | |
| storage: |
256 GB Solid State Hard Drive |
|
| available ports: | 2 - Thunderbolt 4 ports, 1 - MagSafe charging port, 1 - 3.5mm headphone | |
| display: | 13.6-inch Liquid Retina display with True Tone | |
| weight: | 2.7 Lbs | |
| computer refresh: |
Can be covered completely by Staff & Faculty Computer Refresh funds. |
|
| Number of External Displays Supported |
2 |
* We recommend purchasing a multi-port adapter that will allow you to plug in USB and HDMI devices, and has an extra Thunderbolt 3 port.
15-inch MacBook Air (Standard Build)
The 15-inch MacBook Air is a larger version of IT’s most popular refresh computer. With plenty of RAM and a fast solid-state hard drive, and up to 18 hours of battery life this model is great for anyone interested in upgrading their laptop.
| processor: |
Apple M4 chip with 10‑core CPU and 10‑core GPU |
|
| ram: | 16 GB Unified RAM | |
| Neural Engine: | 16 Core | |
| storage: |
256 GB Solid State Hard Drive |
|
| available ports: | 2 - Thunderbolt 4 ports, 1 - MagSafe charging port, 1 - 3.5mm headphone | |
| display: | 15.3-inch Liquid Retina display with True Tone | |
| weight: | 3.3 Lbs | |
| computer refresh: | Can be covered completely by Staff & Faculty Computer Refresh funds. | |
| Number of External Displays Supported | 2 |
* We recommend purchasing a multi-port adapter that will allow you to plug in USB and HDMI devices, and has an extra Thunderbolt 3 port.
14-inch M3 Pro MacBook Pro (Standard Build)
The 14-inch M4 Pro MacBook Pro is the ideal computer if you need support for multiple displays. With plenty of RAM and a fast solid-state hard drive, this model is great for anyone interested in upgrading to a laptop.
| processor: |
Apple M4 Pro chip with 12‑core CPU and 16‑core GPU |
|
| ram: | 24 GB Unified RAM | |
| Neural Engine: | 16 Core | |
| storage: |
512 GB Solid State Hard Drive |
|
| available ports: | 3 Thunderbolt 5 ports, HDMI port, SDXC card slot, headphone jack, MagSafe 3 port | |
| display: | 14.2 Liquid Retina XDR 3024 x 1964, 600 nits, P3 Wide color | |
| weight: | 3.5 Lbs | |
| computer refresh: | Not completely covered by Staff & Faculty Computer Refresh funds. | |
| Number of External Displays Supported | 2 |
16-inch M4 Pro MacBook Pro (Power User)
If 14 inches isn’t enough screen real estate, then the 16-inch M4 Pro MacBook Pro might be for you. Weighing only 1.3 pounds more than the 14-inch MacBook, this model is great for powerful video editing on the go.
| processor: | M4 Pro 14-Core CPU 20-Core GPU | |
| ram: | 24 GB Unified Memory | |
| Neural Engine: | 16 Core | |
| storage: | 512 MB Solid State Hard Drive | |
| available ports: |
3 Thunderbolt 5 ports HDMI SDXC Card Slot MagSafe 3 Port |
|
| display: | 3456 x 2234 pixels | |
| weight: | 4.7 Lbs | |
| computer refresh: | Not completely covered by Staff & Faculty Computer Refresh funds. | |
| Number of External Displays Supported | 2 |
Apple Desktops
24-inch iMac with Retina 4.5K Display (Standard Build)
The 24-inch iMac M4 with Retina 4.5K Display is IT’s most popular Staff & Faculty Computer Refresh desktop computer. This model is great if you are looking for a powerful all-in-one machine with plenty of screen real estate.
| processor: | Apple M4 Chip 10-core CPU | |
| ram: | 16 GB | |
| graphics: | Apple M4 Chip 10-core GPU | |
| storage: | 256 GB Solid State Hard Drive | |
| available ports: | Four Thunderbolt 4 ports Gigabit Ethernet |
|
| display: | 4480 x 2520 pixels | |
| computer refresh: | Can be covered completely by Staff & Faculty Computer Refresh funds. | |
| Number of External Displays Supported | 1 |
If you plan to plug an additional display into the iMac, please confirm that you have the correct input or adapter available. If you’re unsure what you may need, we’ll happily make a recommendation.
Windows Laptops
Dell 14-inch Latitude 7450 (Standard Build)
The 14-inch Latitude 7450 is IT’s recommended computer for anyone interested in upgrading to a Windows laptop. With plenty of RAM and a fast solid-state hard drive, this is a great all-around lightweight laptop that offers everything you need for your day-to-day work.
| processor: | Ultra 7 165U 4.9GHz | |
| ram: | 16 GB | |
| graphics: | Integrated Intel® graphics for Intel® Core™ Ultra 7 165U 4.9GHz | |
| storage: | 256 GB Solid State Hard Drive | |
| available ports: | Two Thunderbolt 4 (USB-C) ports Two USB 3.2 port HDMI port 3.5 mm audio jack |
|
| display: | 1920 x 1080 pixels | |
| weight: | 2.9 Lbs | |
| computer refresh: | Can be covered completely by Staff & Faculty Computer Refresh funds. |
Windows Desktops
The Optiplex 7010 Tower is IT’s recommended Windows desktop computer. This compact, yet powerful, desktop has plenty of ports for your everyday needs.
| processor: | 2.1 GHz to 5.1 GHz 16 core Intel Core i7-13700 | |
| ram: | 16 GB | |
| graphics: | Intel UHD Graphics 770 | |
| storage: | 256 GB Solid State Hard Drive | |
| available ports: | USB-C port Two Display ports Five USB 3 ports Four USB 2 ports SD card slot 3.5 mm audio jack Optical disk drive |
|
| display: | External 21.5-inch HD monitor | |
| computer refresh: | Can be covered completely by Staff & Faculty Computer Refresh funds. |
Dell Optiplex 7410 Ultra All-In-One (Standard Build)
If you are interested in a Windows desktop, but want something more compact, IT recommends the Optiplex 7410 Ultra All-in-One. With the computer and monitor all built into one, you don’t have to sacrifice your desk space for more power.
| processor: | 2.5GHz to 4.8 GHz 14-core Intel Core i5-13500 | |
| ram: | 16 GB | |
| graphics: | Intel UHD Graphics 770 | |
| storage: | 256 GB Solid State Hard Drive | |
| available ports: | Two USB-C ports Three USB 3 ports 3.5 mm audio jack |
|
| display: | Built-in 23.8" monitor | |
| computer refresh: | Can be covered completely by Staff & Faculty Computer Refresh funds. |
Dell Optiplex 7010 Tower (Power User)
The Optiplex 7010 Tower is IT’s recommended Windows desktop computer for those who need a bit more power. With double the RAM and hard drive space, this tower is great for editing video, designing graphics, or other processor-intensive applications.
| processor: | 2.1 GHz to 5.1 GHz 16 core Intel Core i7-13700 | |
| ram: | 32 GB | |
| graphics: | Intel Integrated Graphics | |
| storage: | 512 GB Solid State Hard Drive | |
| available ports: | USB-C port Two Display ports Five USB 3 ports Four USB 2 ports SD card slot 3.5 mm audio jack Optical disk drive |
|
| display: | External 21.5-inch HD monitor | |
| computer refresh: | Can be covered completely by Staff & Faculty Computer Refresh funds. |
Other Important Information
Damage or Loss of Equipment
- Report lost or stolen equipment to Campus Police (617-824-8555) and IT Help Desk (617-824-8080).
- Departments are responsible for repair costs for physically damaged devices. Repairs must be handled through IT. See the Technology & Media Division Asset Management Policy for more.
Peripherals
- Personal printers, additional monitors, or other peripherals must be purchased and maintained by departments.
- Konica Copiers from the Copy Center are maintained by the Print Copy Center.