Hardware Procurement and Disposal
This page describes the process for requesting a device, the recommended options and guidance on disposal.
Ordering Devices
Devices must be ordered by gaining authorisation from your line manager and by raising a ticket via the self-service portal as a ‘Device Request’ or ‘New Hire Request’ request type for new starters. Devices cannot be requested via ‘General Requests’ or by emailing Service Desk.
ITS fund up to £1300 per device based on one device per staff member. The additional, if needed, is funded by departments and will require departmental approval. Note, second devices are only approved in exceptional circumstances either for personal health reasons or for research purposes.
Please refer to the IT Equipment Approvers for a list of staff from your department who can authorise IT equipment requests as an equipment approver will need to be selected on the ticket you raise.
Should the standard Managed Service or recommended device offering not meet your requirements/fulfil your needs, a business justification will need to be provided. For more information on this please visit the exceptions section on this page.
For more information about purchasing IT equipment please visit this page.
Disposing of Devices
Laptop devices must be returned to ITS for data wiping, license revocation and sustainable disposal. If you have hardware which needs to be safely and securely disposed of, then please raise a ticket with the IT Service Desk for sustainable disposal. Items can be disposed of at any of the collection and disposal sites listed below. Note, you must raise a ticket in advance of disposing of the device at one of these sites.
|
Campus |
Room & Building |
Opening Times |
|
Mile End |
Room G15, Francis Bancroft Building |
Monday – Friday, 9am – 5pm |
|
Whitechapel |
Room 2.42, Garrod Building |
Monday – Friday, 10am – 4pm |
|
Charterhouse Square |
Room 133, Dawson Hall |
Monday – Friday, 10am – 4pm |
|
Lincolns Inn Field |
Main Reception, CCLS, 67-69 Lincoln Inn Fields |
Monday – Friday, 9am – 5pm |
If you are leaving Queen Mary, then please refer to our Hardware retrieval process. Note, laptops must not be circulated directly to other colleagues. Failure to return to ITS will result in local department being charged full replacement cost.
Device choices by staff group
Below are the device choices, approval requirements and lead times.
Laptop Bundle - Staff
| Role Type | Professional Service Staff | Teaching and/or Research Staff | Non Permanent | Max Timeline |
| Option A | Y | Y | Y | 5 Working Days |
|---|---|---|---|---|
| Option B (incl. COPE) | Y | Y | Y | 5 Working Days |
| Option C (incl. COPE) |
Y* |
Y* |
N | 5 Working Days |
| Option W | Y | Y | N | 5 Working Days |
| Option X (incl. COPE) |
Y* |
Y* |
N | 5 Working Days |
| Non-Standard Device |
Y* |
Y* |
N | 90 Working Days |
*Business justification, additional funding and approval required.
- The request for a device must be raised on the self-service portal.
- ITS will fund up to £1,300 (incl. VAT)
- For any non-standard device requests, the requestor must provide ITS with the full specification required. Please expect up to 90 working day lead time for non-standard devices.
Standard Device = available within 5 working days from the date the request is approved to when the device is ready for collection.
Non-standard device = available within 90 working days from the date the request is raised to when the device is ready for collection.
PGR Laptops
PGR students in all faculties are now eligible for a QM funded device.
| Role Type | PGR (HSS, S&E and FMD) PhD | Max Timeline |
| Option A | Y | 20 Working Days |
|---|---|---|
| Option B (incl. COPE) | Y | 20 Working Days |
| Option C (incl. COPE) | Y | 20 Working Days |
| Option W | Y | 20 Working Days |
| Option X (incl. COPE) | Y | 20 Working Days |
| Non-standard Device | Y* | 90 Working Days |
*Business justification, additional funding and approval required.
- The request for laptop must be raised by via your School / Institute.
- For any non-standard device requests, the requestor must provide ITS with the full specification required.
Standard Device: available within 20 working days from the date the request is approved to when the device is ready for collection.
Non-standard Device: available within 90 working days from the date the request is raised to when the device is ready for collection.
Device choice specifications
*These options are recommended for the Corporate-Owned, Personally-Enabled (COPE) Service.
Option A
Windows / Linux
Ultra 5 235U, V-pro
16 GB Memory, 512 GB Hard Drive
OnBoard Intel Graphics, FHD non-touch LCD
13-inch, 1.4kg
Option B*
Windows / Linux
Ultra 7 235U
64 GB Memory, 1TB Hard Drive
OnBoard Intel Graphics, FHD non-touch LCD
14-inch, 1.5kg
Option C*
Windows / Linux
Ultra 7 155H
64 GB Memory, 1TB Hard Drive
NVIDIA RTX 500 Ada 4GB GDDR6
FHD non-touch LCD
14-inch, 1.5kg
Option W
Mac OS
MacBook Air Apple M chip with
8-core CPU, 7-core GPU
512GB SSD Hard Drive, 16GB RAM
Space Grey
13-inch, 1.25kg
Option X*
Mac OS
MacBook Pro Apple M chip with
8/10/16-core CPU, 10-core GPU
512GB SSD Hard Drive, 16GB RAM
Space Grey
14-inch, 1.4kg
Useful Links
Device Policy and Guidance:
ITS Computing Device Policy v1.8 [PDF 709KB]
ITS Device Policy Guidance v2.4 [PDF 428KB]
View details and forms regarding the Desktop Managed Service and Non-Recommended devices: