Client Device Policy

Updated on 17 September 2020

This document contains the key policy facts, responsibilities, and processes in relation to the management of client devices for University employees and research postgraduate students

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This policy covers the selection, purchase, deployment and disposal of physical desktop and laptop computers by the University on behalf of its staff and students. 

This policy aims to minimise the costs and risks inherent in purchasing and supporting a large estate of IT equipment by a diverse user group. 

Client Devices supplied, through or funded, by the University are for the business of the organisation and remain the property of the University unless an externally funded grant explicitly states that the device can move with the member of staff. 


This policy applies to all PCs and non-PC computers (desktop or laptop) running macOS, Windows or Linux purchased using University funds for staff or students in their normal duties. (Note: research funds or externally funded grants are treated as University funds) and provides additional clarity to the IT Asset Management Policy 

The policy excludes:  

  • devices covered by the IT Mobile and bring your own device (BYOD) policy 
  • specialised servers, storage and core infrastructure purchased by UoD IT, which are subject to separate standards. 
  • specialised, single use, client equipment (e.g. embedded PCs or clients connected to equipment such as a microscope). 

Policy Statement 

All staff will receive one laptop computer, docking station, keyboard, mouse, headset and up to two monitors. Exceptions to this, should be supported by research funding or an agreed business case. 

Staff working flexibly may choose to relocate some equipment from their on-campus office to their home but the University will not provide duplicate equipment for both locations. 

Students will be provided an appropriate number of shared devices for general use and specialist use. 

All client devices will utilise the One Dundee Staff Desktop and comply fully with the University’s Software and Security Policies.  

All client devices will be purchased in line with the University’s procurement policy. 


The Finance Directorate will: 

  • support UoD IT to undertake procurement reviews for Client Devices. 
  • ensure the University has adequate budgetary provision for Client Devices. 
  • confirm provision has been made for purchases from externally funded grants. 

UoD IT will: 

  • make available a selection of standard, fit for purpose and secure Windows desktop, laptop and tablet PC models.  
  • hold the budget for all client devices for core funded professional services and administrative staff. 
  • appoint a client device budget holder who will have clear responsibility for the effective use of that budget, reviewing and approving requests. 
  • ensure that all staff are provided with guidance as to the suitability of the standard devices to enable staff to carry out their role(s).   
  • manage the purchase of all client devices, including those funded by external grants. 
  • plan and execute a cycle of replacement of core funded devices, including devices made available for student use within teaching rooms.  
  • maintain an adequate inventory of client devices to meet likely demand. 
  • meet specific and essential requirements that are not met by the standard client and will work in partnership with Schools and Services to confirm these requirements.  
  • have a clear process for managing assets, including physical labelling and entry into the asset management system. 
  • have a clear process for the inventory and audit process for client devices, including automated software inventory and license management.  
  • ensure client devices are maintained in line with University Information Security policies and standards.  

End-users will:

  • follow the relevant IT policies. 
  • take reasonable steps for the security and care of their client device.  
  • follow and accept the outcome of the business justification process if a standard client device is not fit for purpose.  
  • return their allocated client device to UoD IT when leaving the University.  
  • return their core funded client device if another device is purchased via an externally funded grant.  
  • use online storage for all data such as OneDrive or SharePoint and not store data locally on the device except where temporarily necessary. 

Client Device Lifecycle

  • Client Devices will be supplied with an appropriate, extended on-site warranty.  
  • Desktops will not be replaced before 6 years of operation.  
  • Laptops or tablet PCs will not be replaced before 5 years of operation.   
  • Staff may receive client devices that have been previously deployed.  
  • Equipment no longer supported by a manufacturer warranty will not be repaired. 
  • Users of client devices will be informed by UoD IT when their device is no longer supported. 

Fit for purpose versus warranty 

All University budget holders have a responsibility to maximise sustainability by minimising the environmental and financial impact of client devices. 

There may be times when a device has reached the end of its prescribed lifecycle and continues to be fit for purpose in some way. 

The University reserves the right to issue out of warranty client devices if it meets a specific need. 

If this is the case, UoD IT will confirm the duration that normal support arrangements will be provided. 

Exception Process 

There will be a process to support the requisitioning and provisioning and set-up of non-standard client devices. This will be in the case of certain specific computational requirements or to provide a single use client as part of a wider solution. 

Commonly approved exceptions may be incorporated into future versions of the standard specifications.

Escalation Process 

There will be a clear and well-advertised escalation process to support the appeal on decisions made by the client device budget holder. 

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