Technology Refresh Programme

To be eligible for a replacement device under the Technology Refresh Programme you must be on an open-ended employment contract and meet the below criteria's:

1. You must be G Code Funded, minimum of 20% - G(20)*
2. You must not have received a device on the programme in the last 5 years
3. Your device must be five years old or more

*T Codes are accepted for Campus Services and Catering Services

An annual allocation is aligned to each department based on the quantity of HEFCE Funded members of staff present. The programme aims to refresh a users primary device every five years however, due to a limited annual entitlement for each department, replacement is not guaranteed.

To enquire about eligibility, contact your departmental IT representative or the ICT Service Desk.

A newly appointed member of staff should expect to inherit their predecessors machine. If the position is an open-ended contract, and they are G Code Funded*, they become eligible for a renewal once the machine is 5 years old. New appointments in a newly created open-ended roles qualify for a TRP device, to request a laptop please complete this laptop purchase form, for other hardware please complete this generic hardware form.

*The end user must be a minimum of G(20) funded unless in Campus Services and Catering Services who are T(20).

We procure business class equipment from our preferred supplier HP Inc. through a central contract at discounted prices. The equipment is tried and tested on the college network and compatible with the college build.

The standard college allocation is the HP EliteBook 840 laptop with a cost of £919.22 (Inc VAT)

• Intel Core i5 Processor
• 16GB RAM Memory
• 256GB SSD Drive
• 4 Year onsite warranty

The standard issue monitor is the 23.8” EliteDisplay Monitor. This standard specification machine is substantial, represents value for money and should meet the needs of most users. 

Because standard laptops aren't suitable for some users, the programme extends to desktops and other options. If you have a technical reason as to why a desktop is required please raise a ticket to discuss your requirements. Once a device is confirmed, the end user will receive a £700 contribution towards the device selected. The remaining balance must come from a departmental, or personal, GL account.

To find out about the laptop range, see 'Get HP products' on the Buy computers and devices page. 

To discuss TRP eligibility or view and discuss the centrally held hardware options, contact the ICT Service Desk.

If the college’s standard offerings don’t suit your needs, you should discuss your computing requirements with your department’s IT representative and seek technical advice from your local ICT team. If you would like to discuss your requirements further, please raise a general enquiry ticket.

A key aim of TRP is to standardise equipment across the college so that it can be easily supported and protected. As such, TRP will only cover purchases made via i-procurement from our chosen suppliers: HP Inc for PC products and Academia Ltd for Apple products. Equipment procured from other suppliers, or as an expenses claim, cannot be processed under TRP.  

Non-standard equipment may cost more than the standard desktop but TRP can only contribute the value of £700 towards a device. The remaining balance must be funded by the user/department from their college GL account.

Delivery time for HP custom spec orders is about 21 days and orders are only cancellable within 24 hours of the Purchase Order being raised.

Delivery time for in stock Apple devices is next business day, if received before 3pm, and custom spec orders 2-3 weeks for laptops and 4-5 weeks for desktops. Orders for in stock devices are cancellable until despatch, custom spec are Non-Cancellable/Non Returnable once the order has been placed on Apple, typically within the hour.

The TRP enforces a 1 in 1 out policy; to keep the IT estate manageable and secure. We require your old device to be returned to us upon collection of your new device. To assist in the transition, please consider the below before collecting:

1. Are my files backed up? If not, instructions can be found here
2. Do I have any Software that I am the only user of or that is not centrally managed? If yes, please ensure you have your serial number or key.

Once we have received your old device, we will decommission it from the college systems. If the device is in a workable condition we shall recycle it through our chosen partner Stone360, if not it will be disposed of via college WEEE.

Please note, if your old device is not returned it will be removed from Active Directory and you will be unable to access the device.

If you are aware of any unused equipment, please dispose of it as per the advice given in IT equipment disposal

Yes. For further information visit the Get computers and devices page.

Under our HP Inc. contract you can use the HP B2B quote website to build hardware to your own specifications and get a quote. Once you've done so, you have to complete your purchase on the college iProcurement site. Before your hardware can be dispatched, your quote must be recalled and the goods purchased by an approved buyer via the college iProcurement site. Deliveries take around 21 days and orders can only be cancelled within 24 hours of a Purchase Order being raised.

You’ll find Apple products and college-negotiated prices on the Academia Apple quote portal. If you’re a first-time user, you’ll need to register using your college email address before you can view them. If you then wish to order a quote, you need to create a non-catalogue request in ICIS iProcurement and refer to the quote number in the PO item description. Please note that the purchase can be made only by an approved buyer.  

For assistance with custom-specification Apple orders email imperial@academia.co.uk. Delivery times vary. In stock items, for orders received before 3pm, will be delivered next business day. Bespoke orders 2-3 weeks for laptops and 4-5 weeks for desktops. Orders for in stock devices are cancellable until despatch, custom spec are Non-Cancellable/Non Returnable once the order has been placed on Apple, typically within the hour.

ICT can give you general product advice via the ICT Service Desk. Our suppliers can be contacted via the following mailboxes:

HP Inc.

imperialcollegecatalogsupport@hp.com  For all presales related queries including products, pricing and creation of bespoke quotes for items not on the quote portal.

comimperialcollege@hp.com  For all post-sales related queries including order status and delivery information.

Academia Ltd. (our Apple reseller)

imperial@academia.co.uk For pre- and post-sales queries related to Apple purchases.

TRP covers centrally funded permanent staff but contingent and research funded staff are excluded. These users should speak to their direct supervisor and/or Department Administrator about their options.

You can have Microsoft Windows 11 or Ubuntu Linux on your staff computer. If you require Ubuntu Linux installed on your machine please raise a ticket on Service Desk to discuss your request.

Monitors are only issued on an individual basis for new starters in newly created posts, if their requirement is to have a desktop computer as their primary PC. If your requirement is anything other than a desktop the monitor will not be included.

If your device is being replaced under the Technology Refresh Programme you can buy your old device via the Bill of Sale process. If you would like to request this, please raise a generic enquiry ticket to discuss with ServiceDesk.

ICT holds limited stock of our standard device; HP EliteBook 840 - i5 16GB 256GB. These are for use with Technology Refresh Programme and associated new roles. In these circumstances a laptop can be requested through the laptop purchasing request form. If a device is required for a hardware replacement or new role, for a non G Code or T Code funded member of staff,  please raise an order on HP through the ICIS punchout. However, ICT can assist in emergency situations and will consider these on a case by case basis.