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 |
| Dell Bundle Type A | Y | Y | Y | 5 Working Days |
|---|---|---|---|---|
| Dell Bundle Type B | Y | Y | Y | 5 Working Days |
| Dell Bundle Type C | Y | Y | Y | 5 Working Days |
| Dell Bundle Type D | Device Checklist Approval | Device Checklist Approval | N | 5 Working Days |
| Apple MacBook Air Type W | Device Checklist Approval | Device Checklist Approval | N | 5 Working Days |
| Apple MacBook Pro Type X | Device Checklist Approval | Device Checklist Approval | N | 5 Working Days |
| Non-Standard Device | Device Checklist Approval | Device Checklist Approval | N | 90 Working Days |
- The request for PEP must be raised by a requestor on the IT Equipment Authorisers List
- *Requires approval from Service Management Office
- ITS will fund up to £1,300 (incl. VAT)
- Non-standard device: Full specification must be supplied.
Standard Device = 5 working days
Non-standard device = 90 working days
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 |
| Dell Laptop Type A | Y | 20 Working Days |
|---|---|---|
| Dell Laptop Type B | Y | 20 Working Days |
| Dell Laptop Type C | Y | 20 Working Days |
| Dell Laptop Type D | Y | 20 Working Days |
| Apple MacBook Air Type W | Y | 20 Working Days |
| Apple MacBook Pro Type X | Y | 20 Working Days |
| Non-standard Device | Device Checklist Approval* | 90 Working Days |
- The request for laptop must be raised by via your School / Institute
- *Requires approval from Service Management Office
- Non-Standard device – full specifications must be supplied – please expect 90-day lead time
Standard Device = 20 working days
Non-standard Device = 90 working days
Device choice specifications
*These options are recommended for the Managed Research Desktop Service (mRDS)
Option A
Windows / Linux
14th Gen Ultra 5 135U, Vpro
16 GB Memory, 256 GB Hard Drive
OnBoard Intel Graphics, FHD non-touch LCD
13-inch, 1.23kg
Option B
Windows / Linux
14th Gen Ultra 5 135U
16 GB Memory, 256 GB Hard Drive
OnBoard Intel Graphics, FHD non-touch LCD
15-inch, 1.62kg
Option C
Windows / Linux
14th Gen Ultra 7 155U
16 GB Memory, 512 GB Hard Drive
OnBoard Intel Graphics, FHD non-touch LCD
14-inch, 1.33kg
Option D*
Windows / Linux
14th Gen Ultra 7 155H
Nvidia® RTX 500 Discrete Graphics w/Thunderbolt
ADA 4GB GDDR6 Graphics Card, FHD non-touch LCD
16 GB Memory, 1 TB Hard Drive
14-inch, 1.4kg
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: