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  • Revision: 06/12/2026
  • Approved Date: 07/14/2026
  • Next Review Date: 07/14/2027

1. Purpose 

This policy establishes lifecycle and decommissioning procedures for university-purchased IT endpoint devices (mobile devices, desktops and laptops). The goal of this policy is to ensure that all University Managed devices remain secure and supported, while maximizing the usable life of university hardware investments and maintaining reliable and predictable support for these devices. 

2. Scope 

This policy applies to all university-purchased IT approved desktop and laptop computers, and mobile devices connected to the university network, regardless of the funding source or purchasing department. This includes, but is not limited to, devices assigned to faculty, staff, labs, and shared spaces. 

This policy does not apply to: 

  • Personally owned devices (Bring your own device)
  • Specialized equipment, such as laboratory devices, machinery, conference room technology, or research equipment

Out-of-scope devices may be provided with a Memorandum of Understanding (MOU) that addresses maintenance, support, and security of the device. 

3. Policy Statement 

The decommissioning of university-purchased endpoint devices will be determined by the manufacturer's stated End of Support Life (EOSL) date, rather than the expiration of the device's hardware warranty. 

A device's EOSL date is defined as the date when the manufacturer ceases to provide updates, security patches, and firmware revisions necessary to maintain a secure supportable operating environment. 

3.1 Device Decommissioning 

All devices of a specific model will be scheduled for decommissioning based on their shared EOSL date, regardless of their individual purchase date or current warranty status. 

3.2 IT Department Responsibilities 

  • Publication of Supported Models: The IT department will maintain an updated list of all supported device models and their corresponding EOSL dates on the IT website. 
  • Public Announcement: At the beginning of each academic semester, the IT department will announce which supported device models will reach their EOSL during that semester. 
  • Notification to Device Custodians: IT will notify the registered custodian of a device prior to EOSL of the device or as soon as we are aware, should the vendor change the date. 

4. Support Model 

The level of support provided by the IT department will depend on the device's current lifecycle status relative to its EOSL date and its hardware warranty. 

4.1 Supported Devices (Pre-EOSL) 

If a device has not reached its manufacturer-stated EOSL date, the IT department will provide software and user support where possible. This includes but is not limited to: 

  • Managing and reinstalling an IT supported operating system. 
  • Deploying security patches and firmware updates. 
  • Supporting university-approved applications. 
  • Device access controls/user support. 

4.2 Hardware Support and Out-of-Warranty Devices 

  • In-Warranty: Hardware repairs and part replacements will be facilitated by the IT department according to the terms of the manufacturer's warranty at no additional cost to the device custodian. 
  • Out-of-Warranty: Once a device's manufacturer warranty expires, the IT department may continue to provide hardware support (including diagnostics and repairs); however, this will be a charge service.
    • Financial Responsibility: If an out-of-warranty device experiences hardware failure (e.g., motherboard, screen, or hard drive failure) before its EOSL date, the device custodian is solely responsible for all costs associated with the repair. This includes but is not limited to the cost of replacement parts (subject to OEM availability), shipping, and any applicable labor fees (including diagnostics). 
    • If a device custodian chooses not to authorize and fund the repair of an out-of-warranty device, or if the repair is not technically feasible, the device will be decommissioned and sent to surplus. The device custodian's department will be responsible for procuring a replacement device if necessary.
    • IT reserves the right to refuse hardware repair requests when replacement parts are unavailable, repair costs exceed replacement value, or the device presents operational, security, or safety risks. 

4.3 Decommissioned Devices (Post-EOSL) 

Once a device reaches its EOSL date, it no longer receives any updates from the manufacturer of the device. This creates a security risk for the device and increases the support burden to continue to provide software compatible with the hardware platform. The IT department will cease all software, hardware, and user support for the device. The device will be disconnected from the university network and processed for surplus according to standard university procedures, or a special agreement may be entered into to with IT for the device to remain on the network.