Purchasing a Custom Computer
Purchasing a custom computer is a multi-step process that usually requires a significant amount of time from purchase of the custom computer to final setup and delivery. We encourage our users to plan new computer replacements at least six weeks in advance of extended travel away from campus. Due to ongoing supply-chain issues, some computer orders may be delayed several weeks or even months before shipping.
Whenever possible we recommend requesting a standard laptop computer. Weinberg College maintains a pool of new MacBook and Dell computers that are available for computer replacement for eligible computers, as well as for new faculty and staff. These computers are well-equipped with 16GB of RAM and 512GB solid state drive, which is sufficient for the vast majority of workloads.
REQUEST A NEW STANDARD LAPTOP COMPUTER
If, however, a standard computer will not work for your specific computing needs, please follow the below steps:
Step 1: Choosing a new computer
Before making a purchase, please review the minimum requirements for supportable computers.
Northwestern IT does not need to approve each computer purchase, but minimum requirements must be met for a computer to be supported by our staff. If you would like advice or additional recommendations on a computer configuration, please email nuit-weinberg-support@northwestern.edu.
| Who completes this step? | Estimated Time |
| User and/or Departmental Purchaser | Variable |
Tip: Check the size of your current hard drive before purchasing a new computer. Many newer SSD (solid state drives) hard drives are faster than older fusion and hard drives, but they are often smaller. We recommend using Box for the majority of your file storage and using the smaller, but better performing SSD hard drives. Not sure how to check the size of your hard drive? Use these guides: Mac, PC.
Step 2: Purchasing and funding a new computer
Dell, Apple, and CDWG (for Lenovo) stores are available through the iBuyNU Marketplace. When ordering, choose your standard departmental Ship To location. This will allow you to confirm that your order has arrived.
The Computer Replacement Program provides for replacement of eligible computers on an annual basis, based on a four-year lifecycle for computers. Computers that are replaced must be returned to the Dean’s office for the department to be reimbursed.
After purchase, a department or program can request reimbursement via the Computer Replacement Reimbursement Request Form. If the purchase complies with the standards in the policy, funding will be approved. Full details on eligibility and reimbursement are available here.
| Who completes this step? | Estimated Time |
| Departmental Purchaser | 2-3 days depending on approvals |
Step 3: Vendor receives and fills the order
When making your purchase, check the availability of the computer you're interested in. If the status of a Lenovo computer in CDW is listed as "Call for availability," contact the CDW representatives (angieandbrian@cdwg.com) for details. Standard configurations tend to ship more quickly than customized models.
| Who completes this step? | Estimated Time |
| Vendor | 3 days to 1 month, depending on configuration |
Step 4: Computer arrives at Northwestern
When the computer is purchased, submit the Computer Replacement Reimbursement Request Form. When submitted, this form will create a service request for a support technician. The technician will communicate with the department to arrange for pickup of the computer.
The list of software automatically installed on each computer is available here. Additional specialized software can be purchased by faculty/staff and installed by Weinberg IT. Please make note of any additions in the New Computer Setup Request Form.
| Who completes this step? | Estimated Time |
| User or Departmental Purchaser completes form | 1 day |
| Northwestern IT picks up computer | 1-2 days |
Step 5: Setting up your computer
All Windows and Mac Computers are set up with a standard software image. This allows Northwestern IT to provide support for complex software problems throughout the computer's life, preserving data and minimizing the time needed for repair.
The list of software included in this image is available here. Additional specialized software can be purchased by faculty/staff and installed by Northwestern IT. Please include any special software requests when you fill out the Computer Replacement Reimbursement Request Form.
| Who completes this step? | Estimated Time |
| Northwestern IT | 1-2 days |
Step 6: Transferring Data
If data needs to be transferred to the new computer, Northwestern IT will contact the user to pickup the old computer. During this period, both the old and the new computers will be unavailable for use. Northwestern IT can provide a Mac or PC loaner for the user during this period.
| Who completes this step? | Estimated Time |
| Northwestern IT | 1-2 days, depending on data size |
Step 7: Final setup
Once the computer is imaged and any data transfer requested has been completed, Northwestern IT will contact the user for final setup. A technician will meet with the user in person to complete the setup process. For security purposes, this step can only be completed by the computer's user. This can take place at the Northwestern IT office in the basement of 1922 Sheridan or the technician can bring the computer to a convenient, on-campus location for the user.
| Who completes this step? | Estimated Time |
| Northwestern IT and User | 1 day to 1 week, depending on User's availability |
Step 8: What happens to my old computer?
Northwestern IT will hold old computers for 30 days as a backup to any missing data or problems with the new computer. After 30 days, if the computer is in good condition, it will be be repurposed to students or postdoctoral scholars or donated to the Student Enrichment Services Loaner Laptop Program. If the computer is unsupportable, it will be wiped and recycled.
| Who completes this step? | Estimated Time |
| Northwestern IT | 30 days |
Step 9: How does my department get reimbursed for the cost of the computer?
After purchasing a computer, a department or program can request reimbursement via the Computer Replacement Reimbursement Request Form. Reimbursement is for one computer per eligible faculty or staff member every four years. In order to qualify for reimbursement, the following conditions must be met:
- Estimated four-year lifecycle between new computers
- Computer must be for an eligible faculty or staff member
- Computer must meet Weinberg College IT's required minimums
If the purchase complies with the standards in the policy, funding will be approved. The amount of funding will be the lower of:
- the average cost per computer * the number of eligible computers purchased in the fiscal year, or
- the actual cost of eligible computers purchased in the fiscal year
Transfers will occur annually during the fiscal year-end close process. Full details on eligibility and reimbursement are available here.
If you have questions about the funding program or your department’s budget, please contact
| Who completes this step? | Estimated Time |
| Departmental Purchaser/Financial administrator submits form | 1 day |
| Dean's Financial Administration team processes request | Funds released at fiscal year-end |