Requests & Policies

CPU Request Form

Our CPU Replacement Policy are as follows:

1. Computers only become eligible for replacement a minimum of 4 years from their date of purchase and depend on funds available.

2. Computers stay with the position, NOT the person.

3. Computers for newly created positions are paid for by the department that created the new position.  This is a one-time funding.

4. Replacement computers for existing (backfill) positions will be paid for by IT when they reach the end of their lifecycle. 

5. You may request upgrades for your computer at the time of purchase but those upgrades must be funded by your department. You must get authorization and provide an account number for the upgrade prior to making the request.

6. If you decide to switch OS(Windows -> Mac or Mac -> Windows), your department may have to fund the switch if it is not at the end of a lifecycle.

7. Although rare, "lemon" computers will be evaluated and/or replaced at the discretion of IT.

Shared drives are special folders in Google Drive that you can use to store, search, and access files with a team. Shared drive files belong to the team instead of an individual. Even if members leave, the files stay in the shared drive so your team can keep sharing information and work anywhere, from any device.

Google Shared Drive Request Form

Groups such as project teams, departments, or classmates can communicate and collaborate using Google Groups. If you want to invite a group to an event, or share documents with a group, you can send a single email to everyone in the group.

Please note that official University groups will have the "su-" designation added to the front of the group email as per our standard naming convention.

Google Group Request Form

Did you know that Google Groups can also be used as an email account that is shared with everyone in the group?  If you are owner or manager of a group, you can add the group's email as a Send As address in your own email.  To do so just follow the short guide below:

In a Gmail tab, go to Settings > Account and Import. Scroll down to Send mail as: and click Add another email address.
You should see the yellow box pop up. Type in the group email address (something@southwestern.edu - it might pre-populate for you). Make sure "Treat as an alias" is checked. Then click Next Step.

You should see the Verify window, click Send Verification.

You should get an email asking you to click a link to verify the request. When you click it, you'll get another window with a Confirm button. Click the Confirm button. Note: If the email in the list still says unverified, you will still need to go through the verification process in order to send as the group.

At this point you should be able to create a new message and have other send from options as to how to send from.

Colleague is a web tool for storing, viewing, and modifying data about Southwestern students, faculty, and staff. Most departments rely on Colleague data in one form or another.

Colleague access is restricted based on job type/function and requires the approval of both IT and your supervisor. If you lack permissions required for your job type/function please contact your supervisor and the Tech Deck. To request access to Colleague, complete the Colleague Access Request and Application document and return to Administrative Computing. Completion of the application requires you to review the Ellucian Security and Access Policy.

Colleague Access Request 

Ellucian Security and Access Policy 

For security reasons, Colleague requires a separate user account and can only be accessed from on-campus. If you require off-campus access you can ask your supervisor to request VPN access for you.

Please visit our AV Policies & How-To's page to review our policies and other relevant information specific to AV.

To request AV resources on 25Live, visit the Requesting AV Services page.

Checking out AV equipment? Visit the AV Equipment Checkout page.

Use the following form to request an office move. 

IT Move Request Form