Laptop Repair and Replacement Policy
Rationale/Purpose of the Policy
The primary objective of this policy is to establish consistent standards for managing laptop warranties, repairs, lifecycle and replacements for devices purchased through the Division. It aims to ensure cost-effective lifecycle management and minimize work disruptions by providing clear criteria for service coordination and hardware retirement. This policy complements central DoIT guidelines and UW System Cybersecurity requirements.
Definitions
EOL (End of Life): The point at which a device has reached five years from the purchase date and is no longer supported for standard repairs.
DS (Departmental Support): The UW–Madison Division of Information Technology (DoIT) team that is responsible for laptop management, support, repair and warranty coordination.
Low-Cost Repair: Routine maintenance or minor component replacement typically under $250.
High-Cost Repair: Repairs exceeding $250 or representing more than 20% of the device’s remaining value.
Scope
This policy applies to all laptops purchased by the Division of Extension through the Division of Information Technology (DoIT) and managed by DoIT Departmental Support (DS). It covers all aspects of warranty expectations and replacement criteria for these devices.
Policy Details
Standard Lifecycle: Laptops are expected to maintain a five-year lifecycle beginning from the date of purchase.
Warranty Standards: Laptops purchased in Spring 2023 and onward carry a full five-year manufacturer warranty. Laptop batteries are considered consumable components and are covered by a limited one-year warranty from the date of purchase.
Replacement and Repair Criteria:
- Age-Based: Laptops within a year of their End of Life will be replaced rather than repaired. Replacement is the default action once a system reaches or exceeds five years.
- Productivity-Based: Replacement will occur when a user experiences ongoing performance or reliability issues that negatively affect productivity.
- Proactive Planning: Laptops approaching their End of Life will be scheduled for proactive replacement, even if the device is still operational, to ensure continuity of service.
- Cost-Effectiveness: Repairs for out-of-warranty systems within two years of their End of Life are not considered cost-effective when compared to replacement.
Exceptions to the criteria above: Any deviations from these standard criteria must be approved by the Extension IT Director.
Related UW–Madison Policies
Policy Administration
Approval Authority
Division of Extension Dean and Director (Karl Martin)
Policy Manager
Division of Extension IT Director (Deanna Schneider)
Policy Contact(s)
IT Director, Deanna Schneider, deanna.schneider@wisc.edu, 608-265-7923
Departmental Support Liaison, Tony Roman, tony.roman@wisc.edu, 608-265-2836
Policy History |
|
|---|---|
Effective Date |
10/15/26 |
Date Issued |
10/15/26 |
End Date |
N/A |
Next Review |
N/A |