Buying computer equipment
Overview
Computer equipment includes laptops; desktop computers; connected peripherals such as keyboards, mice, headsets, monitors and docking stations. Workplace computers are configured as a University asset to work fully and securely on the University network and with other University services.
For a comprehensive service description, please see Devices: Computers & Hardware
DTS is committed to ensuring that the University’s computing estate is efficient, secure and cost-effective to maintain. For this reason, all computing devices should be purchased with DTS approval to ensure compliance and compatibility.
The Device Lifecycle programme
The Device Lifecycle team is the first point of contact for individuals or teams who need computing devices, and are responsible for providing and installing devices most suitable for each role. For information on eligibility for a centrally funded device, see Device Lifecycle.
The University has adopted a 'laptop first' approach to procuring staff computers, i.e. staff should be using laptop computers where possible.
Ordering information
Buying Windows Computers
You can find full details for the current standard devices in our IT Equipment Catalogue.
How to order a Windows laptop
- Check the IT Equipment Catalogue for the current standard Windows laptop (which is a Surface Laptop)
- If the standard device is suitable*, complete the appropriate form on the Self Service Portal Device Request Service page. Options are "New starter – request a laptop" for a new joiner or "Replacement laptop" - if you need to replace your current UoR device
- Your request will be acknowledged and timescales discussed. If your request is not eligible for a centrally funded device, we will let you know so other options can be explored.
- A DTS technician will install and configure on the agreed date.
If the standard device isn’t suitable, you will need to complete a “non standard device request” (aka hardware exception process).
Buying Apple Computers
There are some important factors to consider before choosing an Apple product. If you choose to purchase an Apple Mac computer please ensure that you can perform all your required functions with macOS. Accessing University corporate systems and other software applications may not be available for macOS or may not be covered by our existing software licences.
We are unable to support a dual boot Windows option or a virtual PC environment except in exceptional circumstances which must be agreed before ordering.
How to order a MacBook
- Check the IT Equipment Catalogue for the current standard MacBook (which is a MacBook Air).
- If the standard device is suitable*, complete the appropriate form on the Self Service Portal Device Request Service page. Options are "New starter" – request a laptop for a new joiner or "Replacement laptop" - if you need to replace your current UoR device.
- Your request will be acknowledged and timescales discussed. If your request is not eligible for a centrally funded device, we will let you know so other options can be explored.
- A DTS technician will install and configure on the agreed date.
If the standard Mac device isn’t suitable, you will need to complete a “non standard device request” (aka hardware exception process).
Non standard requests (hardware exception process)
What if you want something different, or your request is not covered by Device Lifecycle? We understand that there will be instances where a standard laptop computer is not appropriate, where specialist equipment is required, or where departments wish to provide equipment for users who are not covered by the Device Lifecycle process.
For information and details about purchasing, please see our dedicated non standard devices page.
Please Note: Any non-standard equipment that is purchased without prior authorisation may have restricted network access (i.e. Wi-Fi access only) and may not be supported by DTS. Procurement should reject any request which has not been authorised by DTS.
Buying IT Peripherals
Peripherals include items such as monitors, headsets, cables, USB hubs, keyboards and mice. Some of the common ones you might need to order are described in our IT Equipment Catalogue. You can search what is currently available on the on the XMA page on Unit4 marketplace (Agresso) or on the XMA website (this may not reflect our pricing).
Please note that DTS does not hold a stock of peripherals, and departments should order these via the Procurement Marketplace (Unit 4 Agresso).
Buying computers for PC labs/classrooms
Digital Technology Services can also provide support for PCs in a PC lab or classroom. Any School or Function considering this option must contact DTS to discuss requirements before buying the computers, this can be achieved by filling in an IT Hardware Exception Form.
How to Pay For Your Goods or Services
IT and computing equipment must be bought following Procurement processes, which in general means via Unit 4 Agresso. It is not permissible to purchase IT or computing equipment using expenses. For details on what is allowed and not allowed, please refer to the University Expenses and Hospitality Policy and consult with Procurement before making any purchase of IT or computing equipment using your own money.
Warranty and repairs
Standard warranty from XMA is one year from the date of purchase. If your device develops a fault, please raise a ticket with the DTS Service Desk so we can organise repair or replace. In most circumstances we can loan you a laptop until yours is working.
If your device was supplied by DTS from central funding (i.e. through the Staff Device Replacement programme) DTS will fund the repair or replacement. If the device was purchased through your School or Department, this cost will need to be met by them. In either circumstance, you must not arrange repair for a University owned device yourself.
Ownership and Disposal of Assets
Please be advised that, except in rare circumstances, ownership of any IT or computing equipment remains with the University and is not transferrable to staff or students. This includes equipment which has been bought using PDAs/SDCs or grants and is irrespective of age of the equipment.
You should take care of your equipment and ensure it is returned in a usable condition. Please do not customise in any way that can't be removed (e.g. stickers, graffiti, vinyl covers). The next person who gets your machine may not appreciate your taste.
Laptops belonging to leavers should always be returned to DTS for secure wiping and a health check before they are re-allocated to a new owner.
DTS will oversee securely disposing of University owned computer hardware, which includes equipment bought on research grants and PDAs/SDCs. For more information about this, please see Reuse and Recycle. If you need to dispose of IT equipment, please read the IT Equipment Disposal Policy beforehand.
Your Contacts
To contact Procurement, please email procurement@reading.ac.uk
To contact the Device Lifecycle team, please email Device-lifecycle-DTS@reading.ac.uk
Page updated by lm920207 on 10/02/26