Computer Fund Policy


Lucas College of Business and Lucas Graduate School
Computer Fund Policy


As we all know, computer equipment is a must for our faculty and staff. We need to plan and budget to assure that we can provide the necessary computing and computer services to all of our state employees. The policy statement which follows is designed to ensure this is the case.


All full-time faculty* who have been (or are being) employed by the Lucas College of Business for at least three years can have a computer that is no more than three (3) years old. Hence, everyone in the above category will be furnished with a machine meeting the following minimum specification:

  1. Intel Core i5 CPU
  2. 8GB RAM
  3. 256GB Solid State Drive

First time computer purchases may include a standard monitor, soundbar, external hard drive, keyboard/mouse, etc.  Users will choose Mac or PC, desktop or laptop**.  The purchase of other computer accessories, such as a printer, is not covered.

Staff and part-time faculty including FERPs will have access to up-to-date desktop computers while on campus, but these computers will be assigned to space (offices, desks) or positions rather than to individuals as such. These computers also will be replaced as needed, but not more frequently than every three (3) years.


Dell and Apple are the only approved vendors for new machines. This is to ensure both compatibility and service requirements by the BTTS staff and to guarantee timeliness of service. All computers will be purchased with a 3-year maintenance and service policy.


All computers purchased through the College's computer fund include a 3 year manufacturer warranty (ProSupport for Dell, Apple Care for Apple).  When your computer is turned in to the College it is expected to be in full working order.  Cosmetic issues are to be expected after 3 years, however all ports, network connections, trackpad, keyboard, and display should be fully functional.  If there are any issues during the 3 years you have the computer they should be taken care of under the warranty.  Apple products can be taken to the Apple Store for service at your convenience (or BTTS can facilitate).  Dell products need to come in to BTTS for warranty issues.  


If the manufacturer rejects a repair because of excessive user/accidental damage you will be expected to cover the cost of the repair personally.  iPad repairs covered under AppleCare may be paid for using D funds (normally this is a deductible of $49 for broken screens).


The computers purchased by means of the computing allowance belong to the Lucas College of Business, San Jose State University. The old machine must be turned in to the College the in order to receive the new machine.  A backup and file transfer from the old PC to the new one will be performed by one of the BT Student Technicians upon request.

All new computers will be asset tagged and inventoried. Maintaining an up-to-date inventory and assignment of each machine will be the responsibility of BTTS. A full-time faculty member assigned an individual machine may take it home without asking special permission. However, the College of Business is not responsible for providing an additional machine at work.  Monitors, printers, and other large accessories are to remain in the faculty/staff member’s office.


There are many other sources of funds that can be used to buy computers. Personal funds may be used as well. However, any technology purchased, whether in whole or in part, by funds from San Jose State University or Lucas College of Business belongs to the University and will be treated as University property. Support is only guaranteed for the primary computer.  Any additional computers will not come with a guarantee of support.

Only one computer may be purchased using computer/hardware refresh funds.  An employee can possess a maximum of two computers purchased by College and/or State funds at one time.


The BTTS group can assist employees in acquiring necessary software required to conduct normal business and research. Any research related software not offered under University site license may be purchased using the employee TR&D funds once approved by the appropriate administrator. All software purchases must be processed by the employees’ department staff.


All University-owned equipment is expected to remain on the premises.  Desktops, monitors, keyboards, mice, speakers, etc. should remain in the office to which they were assigned.  Faculty laptops and associated adapters are allowed to leave campus as long as they are in the possession of the faculty member they were assigned to.


When separating from the LCoB, the employee is responsible for turning in all University equipment in working order to the BTTS group (i.e. laptops, computers, tablets, and any computer/tablet peripherals).


LCoB is not responsible for maintaining a backup of faculty/staff data stored on your computer. If data needs to be recovered from a 'failed' storage device and BT Tech Services is unable to retrieve it, you may use your remaining fiscal year D funds to retrieve data from University owned computers/devices. LCoB will not pay for data to be retrieved from personal computers.


Full-time faculty*

The only approval required is the technical approval and eligibility check by Nick Van Eyck.

Part-time faculty / staff work stations

A standard configuration computer will be provided as determined by the Innovative Learning Technologies Consultant, Nick Van Eyck. Request for a special configuration setup must receive approval from the ILTC.


ITS must make all computer purchases, regardless of funding source.

Employees may initiate a purchase request by contacting Nick Van Eyck at or 4-3456 to verify eligibility to purchase.


*Full-time faculty include Tenure line faculty and faculty who have a contract for a 1.0 entitlement over three years

**If a faculty member requires only applications for the Windows platform, then a Windows machine will be purchased.   We will not configure a Macintosh solely to run Windows native applications.