Computer Trade-Up Program

The university replaces out of date and obsolete faculty and staff computers. The goal is to reduce ongoing university-wide support costs associated with aging systems and to provide an adequate platform to perform university duties.

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Delivery delays expected

Computer manufacturers are reporting global backlogs of orders and shipping delays. The Trade-Up Program’s order of desktops are now estimated to be delivered late November 2021, and monitors in February 2022. We’ll work to catch up on Windows desktop trade-ups once the new computers arrive. Until then, our existing stock is reserved for emergencies. Questions? .


The Computer Trade-Up program is a 1:1 trade-up, meaning one new computer is provided to an employee in exchange for one qualifying old computer.

The university strives to maintain the most up-to-date and efficient hardware across campus; therefore, re-deployment of computers will be not permitted - except through the EduCycle Program.

Does your computer qualify?

Visit the online Trade-Up Wizard and review the resources below.

Replacement Computer Hardware Configurations

Several options exist for a replacement computer. TU has recommended hardware models and configurations that you can choose from. A stock of standard Windows desktops is kept in inventory because it is our most widely used computer on campus. All other models will need to be purchased and will require approval and partial payment by your department.

Qualifying Criteria

The computer's purchase date is a "base" factor determining whether a computer qualifies for the Trade-Up Program. The following information will help you determine if a computer meets both hardware and usage criteria in order to be considered for the Trade-Up Program:

Hardware Criteria

Criteria are based on the age of the computer and the make and model of the computer. In order to meet hardware qualifications, a computer must meet the following criteria:

Windows Desktop Computers:

  • Dell Optiplex 980, 990, 9010. 9020 models or computers purchased in 2014 or earlier.
  • Windows Laptop Computers: Dell Latitude EXX10, EXX20 EXX30, EXX40 models, or computers purchased in 2014 or earlier.

Mac Computers:

  • All Macs purchased in 2015 or earlier.

Usage Criteria

All ten criteria below must be true in order for a computer to be considered for the Trade-Up Program:

  1. The computer is a university-owned computer.
  2. The computer is a primary office computer used to perform typical job duties.
  3. The computer is not on loan or signed out for home use.
  4. The computer is not used in a lab or classroom, used to control research apparatus, or used to share a department scanner or other peripheral device.
  5. The computer is not used for walk-up access, as a public resource, or an information kiosk.
  6. The computer is not used to perform work associated with a self-supporting activity or budget, e.g. an account beginning with 3 or higher.
  7. The person using the computer has not received a computer trade-up within the last twelve months.
  8. The computer must be university-owned property as evidenced by a Towson University property tag or other positive identifying information.
  9. The computer must be used by a faculty member, staff member, or administrator to perform typical work responsibilities.
  10. The Trade-Up Program is limited to one new computer per employee.

Note: If a faculty or staff member is working for multiple departments and has multiple qualifying computers, only one can be replaced through this program each year, the department could elect to use their own funds.

Roles and Responsibilities

As part of the Computer Trade-up Program, OTS works with academic and administrative departments to review their registered computer inventories and determine which systems qualify. Roles for both the Departmental Coordinator, the Client and the Office of Technology Services (OTS) are listed below:

Department Coordinators will:

  • Pass along all general communications about the Trade-Up program and new qualifications to their department.
  • Identify computers that may qualify for the Trade-Up Program.
  • If computer inventory information is provided by Property Records or OTS, review and verify that information to determine which specific systems in the departmental inventory qualify.
  • Ensure that department computers are "pre-qualified" using an online Trade-up Wizard at
  • Contact OTS, as necessary, for information about program procedures and general questions.
  • Verify the names and room numbers of recipients.
  • For a large deployment of trade up computers, review and sign a Memorandum of Understanding ("MOU") that summarizes the number of computers, delivery locations, scope of work, and general program terms; obtain the signature of the department head or next-level administrator.
  • Provide or arrange office entry.
  • Pass along information, documents, or other materials provided by OTS to each recipient.
  • Serve as an initial point of contact to recipients within the department who have general questions and issues regarding the Trade-Up Program.
  • Assist with scheduling data transfer appointments (individual appointments, which take approximately two hours, during which an on-site technician works with the client to transfer all files, data, and programs to the new computer system).
  • Arrange for the removal and disposition of the old equipment by preparing a Material Management Service Request (MMSR) form within 10 days after the client's acceptance appointment (i.e., after the client's new computer is in place and all the files, data, and programs have been transferred). The old computers should be marked for a “Transfer” to OTS in DH0207 for the EduCycle Program on the MMSR. Signatures from both departments is required.
  • Keep the department head or other appropriate administrators informed on all matters pertaining to the Computer Trade-Up Program.
  • Material Management Service Request (MMSR) form is located on the University Forms Repository.

The Client Receiving the New Computer will:

  • Prior to receipt, delete unneeded documents and organize files in such a manner that they can be identified for transfer.
  • Be available for the data transfer appointment; at which time files, data, and programs will be transferred from the old computer. Appointments will be scheduled in conjunction with the Department Coordinator and OTS.
  • Have available the original CDs, disks, link or a document that demonstrates positive proof of ownership for any software to be installed on the new computer system.
  • Notify OTS Faculty/Staff Help Center before the end of the 60-day period if they discover any data files that did not transfer successfully (after a 60-day period the old hard drives will be wiped clean of all data and destroyed).

Office of Technology Services (OTS) will:

  • Provide updates about the program and new qualifications to Department Coordinators.
  • As requested, meet with each Department Coordinator to review the program and determine which systems qualify.
  • Assign a primary On-Site Technician to work with the department on the setup and data transfer process. Student Assistants will not be involved in the data transfer process but will assist with the initial setup.
  • In conjunction with Central Receiving, arrange for delivery of new computers directly to the recipient's office.
  • For large deployments of trade up computers, prepare the “Memorandum of Understanding” (“MOU”) to be signed by the Department Coordinator and the next-level administrator.
  • Remove the hard drives from the old computers; mark them with the client's name/department/date; store them in a secure, climate-controlled environment in OTS for a period of 60 days; and after the 60-day period has expired, will wipe the hard drives clean of all data on the hard drive.


1st Level of Appeal: Initial questions about computer inventory, which computers qualify, etc.

Contact: Julie Leary, Trade-Up Coordinator, Client Services
410-704-4561 or

2nd Level of Appeal

Contact: The Appeals Committee (Note: The Appeals Committee will meet bi-weekly to review appeals). Send email to .

Contact Information for Specific Questions about the Program

Questions About Contact Person Contact Information
Scheduling Computer Installations

Computer Trade-Up Coordinator, OTS, Client Services

410-704-4561 or

Changes to scheduled installations

Trade-Up Coordinator, 

OTS, Client Services

410-704-4561 or

Problems occurring after the initial installation of new computer Designated OTS On-Site Support Technician Name/contact information to be provided to department coordinator
Special Orders (after deployment is complete) OTS, Faculty/STaff Help Center 410-704-5151
Retrieving lost data from hard drive that was removed OTS, Faculty/Staff Help Center 410-704-5151

Delivery Problems

Material Management 410-704-2478 or

Material Management Service Request (MMSR) questions

 Material Management

410-704-2478 or 

Moving old computers from office (after MMSR has been filed)

Material Management

410-704-2478 or

Training on Operating System and/or Microsoft Office

OTS Faculty/Staff Help Center


Process questions or complaints

Julie Leary, Trade-Up Coordinator, OTS 

 410-704-4561 or


Answers to our most frequently asked questions (PDF) about the Computer Trade-Up Program will provide you with more details and guidance.

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