Computer Exchange Program FAQs

Notice: Due to university budget cuts, the Computer Exchange Gold Program will be closed effective July 1, 2016, until further notice.

The Computer Exchange Program (CEP) is designed to help the University reduce spending and to provide an alternative to purchasing a new computer. With the exchange of a computer of any age and a service charge, departments may obtain a Green computer under 6 years of age. 

The CEP is governed by the CEP Policy, administered by iTech with the support of the University Executive Cabinet, and is open year round, provided funding and stock are available.


  • Green Computer - pre-owned computers that are functional when pulled out of Surplus 
  • Exchange Computer - Computer that is turned in/exchanged for the Green computer 
  • Acquisition Date - date the computer was purchased/tagged; age of computer
        1. How does CEP Gold closing affect me?

          If you currently have a CEP Gold computer, there is no action required of you. CEP Gold computers 

          are the property of your department and will remain on your department’s inventory. 


        2. What actions do I need to take if I need a computer?

          You may either participate in CEP Green Program or you may purchase a computer with your 

          department’s funds by contacting the iTech Procurement Team at  

          Please see the following FAQ's for additional details. 


        3. What are my options for exchanging?

          All faculty/staff are eligible to participate in the CEP Green Program, which provides pre-owned/ 

          out of warranty computers under six years of age. Student employees are eligible to participate 

          in the CEP Green Program, but a faculty/staff employee must complete the request form on their 

          behalf.  There is a $100 service fee for each request. If you choose to exchange a computer, 

          the service fee is reduced to $50. Please note that  GCRL employees are not currently eligible 

          to participate due to the way Property Accounting controls inventory.


        4. Is my computer eligible to be exchanged?

          A computer of any age is eligible for exchange. 

        5. How do I participate or submit a request?

          A request form is required for CEP consideration.  

          Go to: SOAR>USM Utilities>USM ITech>Use>CEP Request

        6. When will I know if my request was approved? 

          The requests are reviewed on a weekly basis and each requestor receives a follow-up 

          email that includes the status of the request and instructions on next steps. 

        7. I have a computer that is not an Apple; may I exchange it for an Apple computer? 

          The Program recommends that Windows computers not be exchanged for Apples. Due to 

          the vast differences between Windows and Apple computers, there is a learning curve for 

          most new users and departmental software that works on a Windows computer may not 

          work on an Apple computer.

        8. How do I transfer data from my Exchange Computer to the CEP computer?

           If you need assistance from an iTech Technician for the transfer of data or software 

          download you must place a work order on the main iTech site. 


        9. When will I receive my CEP computer?

          Typically, CEP Computers are available for pick-up or delivery for up to two weeks 

          after recipients are notified of acceptance. In the event a computer is not available, 

          you will be notified. 

        10. When will my department receive the transfer of the CEP computer?

          Ownership of the CEP Computer will transfer to the receiving department after the following 

          steps are complete:

          The Property Contact for the Recipient must initiate an AssetWorks transfer of the Exchange 

          Computer to Surplus (#960029)

           Please contact Property Accounting with questions pertaining to Property Contacts and 

          A physical move of the Exchange Computer must take place by either:

          The Recipient or the Property Contact Person entering a Physical Plant work order to 
          have the Exchange Computer picked up and delivered to Surplus


          The Recipient or a representative from his/her department taking the computer to Surplus,
          located on 4th Street across from McCarty Hall (see the university map.)

          The AssetWorks transfer of the CEP Computer must be accepted by the Property Contact Person

          To help prevent the department from being charged for the CEP Computer, multiple reminders are 

          sent to help ensure that department personnel are fully aware of the status and takes corrective action. 

        11. What do I do with my old exchange computer?

          The Property Contact for the Recipient must initiate an AssetWorks transfer of 

          the Exchange Computer to Surplus (#960029)

          Please contact Property Accounting with questions pertaining to Property
           Contacts and AssetWorks

          A physical move of the Exchange Computer must take place by either:

          The Recipient or the Property Contact Person entering a Physical Plant work order to 
          have the Exchange Computer picked up and delivered to Surplus


          The Recipient or a representative from his/her department taking the computer to Surplus,
           located on 4th Street across from McCarty Hall (see the university map.) 

          Please Note: All Exchange Computers are due in Surplus 30 days post-delivery. There is a 
          $50 late fee per exchange for each week computers are late to Surplus.
        12. What are the hardware specs for the CEP computers?

          The computer you receive will be a former university standard Dell Notebook (Latitude), 

          Dell Desktop (OptiPlex), or Apple that is no longer under warranty. Diagnostics will be 

          performed to ensure the device is a functioning computer. 

        13. What if I want more than what is offered in the hardware specifications (like a docking station or monitor)?

          Recipients who would like to purchase additional peripherals or accessories, such 

          as monitor or docking station, should contact

          Note: If you currently have a laptop with a docking station, your CEP laptop may 

          not be compatible with the old docking station.  The purchase of a compatible docking 

          station is the responsibility of your  department and can be ordered by contacting 


        14. What if my building or office only has wireless connectivity?

          If there is no physical network jack to connect to the network, you should 

          consider requesting a laptop which will contain an internal wireless network card. Desktops

          do not come with internal wireless network cards and are the financial responsibility of 

          your department if one is required.


        15. Am I liable for the CEP computer?

          The Recipient of the CEP Computer is liable for the university asset.  The Computer Exchange Program 

          did not initiate a new policy or law. Below is a restatement of existing state procurement law found 

          in the Property Accounting Manual, pg. 6 under LIABILITY FOR FAILURE TO MAKE 

           INVENTORY-SECTION 29-9-17


          If any officer or employee of any state agency shall refuse or fail to make any inventory or 

          supplemental inventory thereto as required herein, or to do so in the manner prescribed by 

          the State Auditor, the State Auditor shall proceed to make, or cause to be made, the inventory 

          or supplemental inventory; and the expense thereof shall be personally borne by said officer 

          or employee, and he shall be responsible on his official bond for the payment of the expense. 

          In the event that an examination conducted pursuant to Section 29-9-13 finds items that are 

          included on an agency's inventory which are missing and otherwise unaccounted for, the State 

          Auditor has the authority to proceed under the provisions of Section 7-7-211 to recover the 

          value of the missing items. The demand shall be made against the head of the agency, the 

          agency's property officer and/or the appropriate officer or employee, if identified.


        16. What happens to my CEP Computer if I change departments or leave the university?

          CEP Computers remain with the department that provided the Exchange Computer. The person 

          who transferred must reapply to CEP. 


        17. What software is installed on a CEP Computer?

          Windows Desktop and Notebooks

          • Microsoft Windows Operating System
          • Microsoft Office

          -       Microsoft Outlook

          -       Microsoft Word

          -       Microsoft Excel

          -       Microsoft PowerPoint

          -       Microsoft Access

          -       Microsoft Publisher

          • Anti-virus
          • Adobe Flash
          • Adobe Reader


          Apple Desktops and Notebooks

          • Mac Operating System
          • Mail
          • iCal
          • iLife

          -       iMovie

          -       iPhoto

          -       Garage Band

          Office for Mac, which includes Microsoft Outlook, Microsoft Word, Microsoft Excel, and 

          Microsoft PowerPoint is offered by iTech and can be downloaded here: Software Downloads 

           on the iTech web site.


        18. May I move software from my Exchange Computer to my CEP Computer?

          Software programs cannot be moved from Exchange Computers to CEP Computers 

          without the proper software media and licensing keys.  It is the participant’s responsibility 

          to locate any additional software discs and licenses required (example: Adobe Acrobat Pro, 

          Dreamweaver, etc…).  In most cases iTech does not have the media required for software 

          that is not a standard offering. 

        19. What if my question wasn't answered in the above FAQ's?

          Please send an email to if you have further questions.