Computing Allocation Process 2024
Alert: CAP requests for the 2024-2025 fiscal year have closed. New submissions will be reviewed for possible accommodation during the 2025-2026 Fiscal Year.
Important Dates:
CAP Requests Opens: October 15, 2024
CAP Request Deadline: February 28, 2025
Manager Approval Deadline: March 8, 2025
CAP Information
About CAP
The Computing Allocation Process (CAP) website is where you can request personal or small group hardware, software, peripherals and upgrades for the next fiscal year. Any faculty or staff member may make a request. This does not include computers scheduled to be replaced under the auto-replacement program discussed below. This is for requests outside of the routine computer auto-replacement program.
Purchasing decisions are based on three factors:
- Priorities determined by your Department Chair or Director
- The CAP Advisory Committee
- The approved budget, and final vendor pricing at the time of purchase.
Purchasing and distribution are coordinated by Sarah Morgan in the Technical Purchasing Department of IT. Used computers are returned to IT and whenever possible are reallocated within the college. We do our best to meet the needs of as many as possible with our available resources. Thank you for your help and patience in this process. Please email Sarah Morgan with any suggestions on how we can improve this process.
CAP vs. Technology Budget Requests
CAP requests are different from Technology Budget Requests. The table below demonstrates what types of requests should be submitted through CAP requests, and which through Tech Budget (departmental technology) requests.
| CAP |
Tech Budget |
| Individual/small group requests (computer, iPad, small electronics items) |
Larger group/departmental request (multiple computers, iPads for a group, etc.) |
| Software for 1-2 people |
Software for 2+ people or an entire group |
| Total request less than $5000 |
Requests $5000 or more |
| Lab reallocated technology requests, or requests for a single computer replacement |
Lab/classroom requests for new computers or more than 1 replacement computer |
| Shared-use re-allocated computer technology |
Requests for classes / ensembles / research work, etc. |
| |
All AV requests |
| |
All Printer requests |
Submit a CAP request
CAP and Auto-Replacement
CAP coincides with the deployment of computers in our four year auto-replacement cycle. Every regular faculty and staff member whose job requires a computer will have a computer not more than four years old. To see the make and models that are up for replacement this year, click here.
Flat panel monitors are not automatically replaced, as they have quite a long life span. IT will evaluate your current monitor's compatibility with any new equipment. You may also request a new, larger, or additional monitor via CAP. Individuals due for new computers under the auto-replacement cycle will be notified directly by IT. CAP requests do not need to be made for auto-replacement computers.
Computers begin delivery in July and continue throughout the fiscal year.
CAP Auto-Replacement requests need not be submitted to replace an individuals' primary computer that is four or more years old. You or your department will be contacted by IT. However, if you believe that your computer is four or more years old and you have not heard from IT, please contact Sarah Morgan.
Lab and Classroom Requests
Lab and Classroom computer and technology requests that can not be accommodated by reallocated computers should be made through the "Technology budget" process.
General Questions
If you have questions about the CAP process, CAP technology, or anything else related to CAP, click the button below and complete the short form. Someone will be in touch.
CAP Questions
CAP Time Line
Notification
Winter/Spring 2025: Individuals due for a computer under the auto-replacement cycle will be notified directly by IT. CAP requests do not need to be made for auto-replacement computers. If you believe your computer is four or more years old and your department has not heard from IT, please email us. A list of computers that are four or more years old is available on this site.
Requests
October 15, 2024 through February 28, 2025: CAP website open.
February 28: CAP requests due.
March 8: Department Chair and Director requests and approvals due.
Department Chairs and Directors have until March 8 to prioritize their department's requests. Any requests not prioritized by the Department Chair or Director will be listed as 'Unapproved.' Separate communication and instructions on how to approve and prioritize requests will be sent via email.
Notification
May 2025: Department Chairs will be notified of the decisions by email.
May 2025: Department Directors will be notified of the decisions by email.
Distribution
July: Equipment distribution begins.
Throughout 2025-2026 fiscal year: Equipment distribution and installation complete.
2025 Auto-replacements
Bowdoin has a four-five year replacement cycle for an individual's primary computer. The following computers may be eligible for Auto-Replacement in 2025 (depending on original purchase date, not model year):
Macs:
Year 2020 iMacs
Year 2020 MacBook Pro
PCs:
Year 2020 Dell Optiplex (7470 AIO)
Year 2020 Dell Latitude (certain 5400 and 5500 models)
If you are using one of the above models as your primary machine and have not been contacted about auto-replacement, please contact smorgan@bowdoin.edu.