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2025–2026 status: CAP requests for the 2025–2026 fiscal year have closed. New submissions will be reviewed for possible accommodation during the 2026–2027 fiscal year.
Questions
- What is the Computer Allocation Program (CAP)?
- How do I request a new computer or hardware through CAP?
- When does the CAP request window open and close?
- What is the difference between a CAP request and a Technology Budget request?
- Is my computer eligible for auto-replacement this year?
- How does Bowdoin's four-year computer auto-replacement cycle work?
- Can I request software or peripherals through CAP?
- How do I request computers for a research lab?
- Who approves CAP requests?
- Who do I contact with questions about the CAP process?
Environment
This article applies to all Bowdoin College faculty and staff who need to request individual or small-group hardware, software, or peripherals. CAP is an annual process that runs each fall through winter.
- Who: Faculty and staff (any faculty or staff member may submit a CAP request)
- What: Annual request process for personal or small-group technology purchases outside the routine auto-replacement cycle
- Not covered: Larger departmental requests, classroom/lab requests for multiple devices, and AV requests — these go through the Technology Budget process. See the CAP vs. Technology Budget table in the Resolution section.
Resolution
What is CAP?
The Computing Allocation Program (CAP) is Bowdoin IT's annual process for requesting personal or small-group hardware, software, peripherals, and upgrades for the next fiscal year. Any faculty or staff member may submit a request. CAP does not cover computers that are already scheduled for auto-replacement under the standard four-year replacement cycle.
Purchasing decisions are based on three factors: the approved budget and final vendor pricing at time of purchase, priorities set by your Department Chair or Director, and recommendations from the CAP Advisory Committee. Purchasing and distribution are coordinated by Sarah Morgan in IT's Technical Purchasing department.
Used computers returned through CAP are reallocated within the college whenever possible.
CAP vs. Technology Budget requests
Use the table below to determine whether your request belongs in CAP or a Technology Budget request:
| CAP |
Technology Budget |
| Individual/small group requests (computer, iPad, small electronics) |
Larger group/departmental requests (multiple computers, iPads for a group, etc.) |
| Software for 1–2 people |
Software for 2+ people or an entire group |
| Total request less than $2,000 |
Requests of $2,000 or more |
| Lab reallocated technology requests, or single computer replacement |
Lab/classroom requests for new computers or more than 1 replacement computer |
| Shared-use reallocated computer technology |
Requests for classes, ensembles, research work, etc. |
| |
All AV requests |
| |
All printer requests |
Technology Budget requests are submitted through the Technology Budget process in Adaptive Planning.
How to submit a CAP request
During the open request window (October 15 – February 28), submit your request through the CAP website. If you have questions about the process, complete the CAP Questions form (See the Related Services section) or email cap@bowdoin.edu.
Department Chair/Director approval required. Requests must be prioritized by your Department Chair or Director by the March 8 deadline. Requests not prioritized by that date will be listed as "Unapproved."
Computer auto-replacement cycle
Every regular faculty and staff member whose job requires a computer and are eligible will have a computer no more than five years old. Bowdoin operates on a four-to-five year auto-replacement cycle. You do not need to submit a CAP request for a computer that is already due for auto-replacement — IT will contact you directly.
If you believe your computer is four or more years old and you have not heard from IT, contact Sarah Morgan.
Flat panel monitors are not automatically replaced, as they have a long lifespan. IT will evaluate your current monitor's compatibility with any new equipment. You may request a new, larger, or additional monitor through CAP.
2026 auto-replacement eligibility
The following models may be eligible for auto-replacement in 2026 (depending on original purchase date, not model year):
- Macs: 2020 iMac · 2020 MacBook Pro
- PCs: 2020 Dell OptiPlex 7470 AIO · 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, email smorgan@bowdoin.edu.
Research lab computer requests
Most research lab computers are not on the standard auto-replacement cycle. Departments should periodically request replacements for older devices. IT staff may proactively recommend replacements when non-cyclical hardware reaches end of useful life.
When entering a CAP request for lab computers, reallocated computers will generally be considered first. Lab technology requests that cannot be accommodated with reallocated computers should be submitted through the Technology Budget process in Adaptive Planning — enter each item (or group of similar items) on its own line in sheet 000 Operating Equipment, Technology, and Capital Renewal.
CAP timeline (2025–2026 cycle)
| Date |
Event |
| Winter/Spring 2026 |
Individuals due for auto-replacement are notified directly by IT. |
| October 15, 2025 |
CAP request window opens. |
| February 28, 2026 |
CAP requests due. |
| March 8, 2026 |
Department Chair and Director approvals due. Requests not prioritized by this date will be listed as "Unapproved." |
| May 2026 |
Department Chairs and Directors notified of decisions by email. |
| July 2026 |
Equipment distribution begins. |
| Throughout 2026–2027 |
Equipment distribution and installation complete. |
Additional Help
If you need further assistance, you have several options:
- Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
- Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
- In person: Visit the Tech Hub in Smith Union during business hours.
- Submit a ticket: Request assistance through the Service Catalog.