Technology Renewal

Lost, Stolen or Damaged Equipment


If college-owned computer equipment has sustained damage or wear beyond normal use, or is missing components (keyboard, paper tray), it should be reported immediately to the Information Technology Services Helpdesk, 274-1000. 

Information Technology Services will generate an internal tracking issue for a field service technician to assess the damage.  The department may be charged for the repair if the damage is not covered under warranty. Repair of damaged leased and non-leased computer equipment is the responsibility of the guardian department.

If a leased system is damaged beyond repair, the fair-market-value of the machine as determined by the college’s leasing company will be charged to the department.  Examples of damage include cracked cases, broken components, etc.

Theft or Loss

If a college-owned system is lost or stolen, it must be reported to (1) The Office of Public Safety, (2) Information Technology Services through the Helpdesk, and (3) the Risk Management office. Specific process details are found in the Policies and Procedures in the event of Lost/Stolen or Damaged Computer Equipment document (see sidebar). If the employee was traveling, local authorities should be contacted as well.

Replacement of lost or stolen leased and non-leased computer equipment is the responsibility of the guardian department. The guardian department covers the first $1,000 of the purchase price to replace the system, and the Risk Management office covers the remainder.  Risk Management will deposit the funds into the department’s account for this purpose once insurance coverage for the loss has been approved.

Replacement computers are ordered by the department in the usual way, via the ITS Catalog in iProcurement.  If the item was leased, the replacement system must go under the same lease schedule as original lost/stolen unit.  Please make a note in the ‘notes to buyer’ section of your requisition that the new computer is replacing a lost one.

If the lost or stolen leased system is not replaced, a lease buy-out charge, as determined by the leasing company, will be charged to the department.


In the case of negligence, the guardian department may seek reimbursement from the employee to cover the cost of repair or replacement.


Loaner equipment may be temporarily available while the lost or stolen equipment is being replaced.