IT equipment

Your standard equipment allocation

The equipment you receive depends on whether you are a fixed campus worker or a hybrid worker. Standard equipment is centrally funded, including for all new starters.

If you are a hybrid worker, you do not need to bring your keyboard, mouse, USB hub, or home monitor to campus — these are provided in the room. Webcams are not provided for hybrid workers as laptops have a built-in webcam. If you need one, it must be purchased via DITS Purchasing.

Setting up your equipment

• Software
• VPN
• Phone calls (Teams Telephony)
• DSE needs

Requesting equipment for new starters (managers)

Your Departmental IT Asset Manager (DIAM) must submit a New Starter Equipment Request form at least 10 working days before the start date.

This form is only accessible to Departmental IT Asset Managers. If you see the message “The request type you are trying to view does not exist”, you are not on the approved list — check with your department administrator and contact the IT helpdesk.

Requests are prioritised and worked to the ticket due date, so you may not hear from a technician until close to the start date.

Purchasing additional or specialist equipment

Browse the product catalogue (PDF) and submit an Additional Equipment Request form.

All departments must purchase IT equipment through DITS unless explicitly authorised to buy directly from a supplier.

Purchase deadline: Orders must be placed by 31 May of the financial year in which they are to be paid.

Specialist equipment (e.g. high-powered workstations, Macs) is not covered by the standard allocation and must be funded from departmental budget. Occupational Health funding continues as usual where applicable.

Software

For Adobe, Microsoft Visio, Project, or Visual Studio: your line manager should submit a software request form.

For all other software: submit a general software request. Allow at least 4 weeks from purchase to availability. Where possible, software will be made available on the Software Hub.

Mobile phones

The University is contracted with Vodafone. Choose a handset from the mobile phone catalogue (PDF) and ask your departmental administrator to submit a Mobile Device and SIM Card Request form. See also the Mobile Communication Device Policy (PDF).

Borrowing equipment

Short-term loans of IT and audiovisual equipment are available free of charge. Sign in to the equipment booking portal with your Essex username and password.

Moving IT equipment

We can support IT equipment moves (e.g. if you are changing offices). Submit a request via Book an IT equipment move. Please give at least two weeks’ notice and ensure your line manager has approved the move.

You may not need to book if your move has already been approved by the Space Management Group (SMG) or is part of the SWAE project — check with your line manager first.

Returning or swapping equipment

Complete an IT Equipment Returns Form to return any equipment. Central Stores is the standard collection and return point, unless a technician directs you otherwise.

Staff moving between departments

Laptops and any desktop computers issued for home use must be returned to DITS to be wiped and redeployed. Other hybrid working equipment kept at home (monitors, headsets, etc.) does not need to be returned — note any retained items in the “Additional information” box of the New Starter Equipment Request form in the new department.

The outgoing line manager should submit a Return IT Equipment form; the DIAM in the new department should submit a New Starter Equipment Request form.

Staff leaving the University

As line manager, you must submit an IT Equipment Returns Form and arrange the return of all equipment, including anything used at home (monitors, docking stations, headsets, keyboards, etc.). Do this before the staff member’s last day.

Warranty and support

This applies to DITS-supplied equipment only.