Information Technology

Replacement Cycle

Frequently Asked Questions

What is the Replacement Cycle? ~ Show Answer

The Replacement Cycle is the process by which the University replaces the computing devices of faculty, staff, labs, and classrooms across campus. Faculty and staff are replaced during the fall and spring semesters, while labs and classrooms are replaced during the summer.

IT works with Department Coordinators to facilitate the Replacement Cycle process. Learn more about the principles and strategy of the Replacement Cycle process here

What is a Replacement Cycle Department Coordinator? ~ Show Answer

IT works with Replacement Cycle Department Coordinators to facilitate the Replacement Cycle process. These individuals represent their area and assist IT with inventory verification (confirmation of device assignments/special uses), communication with their peers regarding the RC principles/strategy and eligibility, and communication with eligible users to facilitate the actual replacement process.

Who are the Department Coordinators? ~ Show Answer

The deployment will be based on how quickly each area finishes the inventory verification process (first-ready, first-served), the devices currently available in inventory, and the deployment team's current workload.

Phase/Area Coordinators
Phase 1: June - August
Labs and Classrooms Joe Ader
Phase 2: October - May
Academic Affairs Cheryl Jensen
Advancement Claudia Johnson
Athletics Alex Perry
Butler Business Consulting Group Diana Todd
BUPD Lindsey Birt
Center for Academic Technology Jeana Rogers & Matt Wright
Clowes Memorial Hall Josh Lingenfelter
College of Business Kathleen Hood
College of Communication Mark Harris
College of Education Chris Price
College of LAS Priscilla Cobb
College of Pharmacy & H.S. Donna Charles
Enrollment Management Catherine Usher
Finance Lisa Phillips
Human Resources Sherry Fiscus
Information Technology Kirk Young
Jordan College of Arts Rissa Guffey
Libraries Regan Bright
Operations Cate Marshall
Student Affairs Deb Barrick
University Relations Stephanie Brodt

Some of the Departments listed above include several areas:

Academic Affairs - Career Planning Development, CCC, Center for Faith and Vocation, CHASE, Faculty Affairs, Learning Resource Center, Pre-professional/Post-graduate, Provost Office, Registration & Records, ROTC, Student Academic Affairs, Student Disability Services

Finance - Budget/Grant Administration, Business Office, Campus Impressions, Finance Office, Purchasing Services, Student Accounts, Mail Center

Operations - Environmental Programs, Maintenance Services, Facilities, Grounds, Building Services, Operations, Housekeeping, Service Center

Student Affairs - Band, Counseling Center, Diversity Center, Greek Affairs, Fitness & Recreation, HRC, Health Center, Hinkle Band Room, International Affairs, Leadership and Service, PuLSE, Student Affairs, Residence Life


What's new this year? ~ Show Answer

New Computing Options: We are expanding the list of replacement device options available. The additions include two PC laptop variations. Departments have the ability to consider the wider range of options or tailor the list of options to better match their needs/wants.

Mac Desktop/Laptop: The Replacement Cycle will once again cover the cost of replacing a Mac device with a Mac mini desktop. Mac users eligible for replacement may choose an iMac or a Mac laptop at an additional cost to the department. The Mac mini is recommended for faculty/staff using their desktop computer for web browsing, email, word processing, the Office suite, or other administrative tasks. For faculty/staff working with multimedia (Adobe Creative Suite, Final Cut, Pro Tools, etc.) or other specialized software on their desktop, the iMac is recommended and will be available at a $100 cost. Faculty/staff who do not work with multimedia or other specialized software may choose an iMac as their replacement device at a $300 cost to the department.

Monitors: A new 20" HP Monitor will be deployed with all replacement PC desktop, BUanywhere, and Mac mini devices. A new 20" HP monitor is available with all replacement PC and Mac laptops as well, but should be requested as an additional peripheral when submitting the replacement order through the online ordering tool.

Tablet Warranty Change: Tablets are NOT covered by the Replacement Cycle, however, the $100 IT Warranty fee will be waived for all standard tablet purchases this year. IT will cover the cost of the warranty on behalf of departments. The warranty coverage remains the same; repairs are covered for two years from the date of purchase.

General Use Devices: General use devices or computers accessed by multiple people for routine administrative work or web browsing will be replaced as appropriate with a zero client accessing a virtual Work from Anywhere desktop.


Demo Devices: Some demonstration devices are available at the Help Desk for a quick visit to see look/feel and form factor. Brief consultation may also be available. The following demo devices are available now:

  • Zero Client (used with BUanywhere/Work from Anywhere)
  • Mac mini
  • Macbook Air 11"
  • 12" and 14" PC Laptop (HP Elitebooks)
  • Surface Pro 2
  • HP Revolve - PC Convertible Laptop
  • iPad Air & mini (not part of RC)
  • Nexus 7 & 10 (not part of RC)

Do new devices include a CD/DVD drive? ~ Show Answer

The standard PC Desktop is the only device which includes a built-in CD/DVD drive. For all other models, anyone who plans on using a CD/DVD drive frequently with their new computer may order an external CD/DVD drive through the online ordering tool when they make their replacement device selection.

Those who use a CD/DVD drive infrequently can always contact the Help Desk and request to borrow one for short-term use.

Do new devices include internal storage? ~ Show Answer

The amount of internal storage offered with new computers is shrinking due to improved technology (SATA to SSD) and the availability of shared or online storage (BUfiles and Google Drive). The previous 500GB and 320GB storage standards are becoming less common than 128GB and 256GB SSD storage.

  • The need for internal storage should be minimal for most Butler faculty and staff - BUfiles and Google Drive should be everyone's primary methods of storing files.

  • External hard drives will be available by request for those users affected by having less internal storage in their replacement device.

What happens to the old computers returned from the Replacement Cycle? ~ Show Answer

All computers that are retired from Butler University's inventory have their hard drives erased using WiebeTech's Drive eRazer Pro. This process is done to the U.S. Department of Defense standard for clearing a non-removable rigid disk and is also approved by the National Institute of Standards and Technology for purging data from hard drives.

Erased hard drives and other equipment are sold to Christy's of Indiana Auction House. If you wish to purchase any of this equipment, please contact Christy's.

Christy's of Indiana
6851 S. Madison
(317) 784-0000

Why doesn't IT allow me to purchase old devices? ~ Show Answer

At this point in time, to take a device and prepare it to be used by a private party takes effort and would not make financial sense to the university. Our process is not uncommon among other universities and large companies. IT will reassess this policy in the future to look for cost saving methods in hopes to make this an option for Faculty and Staff.