Academic Laptop Program

Benefits of the Program

• Campus-Wide Mobility: Flexibility of performing computer tasks anywhere on McGill's campus-wide wireless network.

• Enhanced Teaching Tools: Laptops offer productivity tools and audio-visual (AV) capabilities to support the effective presentation of lesson content in AV-equipped classrooms.

• Cost Savings: Take advantage of preferential pricing agreements and available subsidies.

• Technical Support: Access reliable technical support assistance and service to ensure optional device performance. 

Eligibility

• Tenured or tenure-stream academic staff
• Ranked Contract Academic Staff (CAS), if campus-based and full-time salaried

Initial Purchase

All eligible academic staff hired on or after 1 May 2022, are eligible to receive a 100% subsidy towards the purchase of a laptop, to be used for the enhancement of teaching and learning. This full subsidy is available for 3 years from the date of hire, after that period, the subsidy is reduced to 50%. The subsidy is based on the cost of the Supported Laptops. Effective 1 May 2025, this subsidy period is available for 4 years (not 3 years) from the date of hire.

Replacements

Eligible academic staff who have previously received a laptop through this program are eligible to apply for a replacement. The program provides a 50% subsidy towards the cost of a standard computer and is available every 3 years from the date of last purchase. The subsidy is based on the cost of the Supported Laptops. Effective 1 May 2025, this subsidy is available every 4 years (not 3 years). The remaining 50% of the cost may be paid using faculty or departmental budgets, research grants or professional development funds.

Accessing the Program

Eligible academic staff may apply for an Academic Laptop by completing the Academic Laptop Program order form in the McGill MarketPlace. Once submitted, the form will be reviewed and finalized by staff in the Office of the Provost and Executive Vice-President (Academic).

To access the form:

1. Sign-in to Minerva.
2. Select the Finance tab.
3. Select McGill MarketPlace Entrance.
4. Click on your shopping profile. If you do not have one, you can create it.
5. Under the Forms menu, select the Academic Laptop Form.

Cost and Funding

The cost will vary depending on the laptop selected and the subsidy to which you are entitled.

Academic staff who qualify for the program are required to use research or other University-administered funds to cover any costs that exceed the amount subsidized by the Academic Laptop Program. Additionally, the Professional Development Fund may be used to supplement the purchase.

Ownership and Return of Equipment

All equipment purchased, either partially or fully, through the Academic Laptop Program is subject to the McGill University IT Asset Management Regulation. Equipment must be returned to the University under any of the following circumstances:

• When it is replaced,
• When it reaches the end of its useful life, or 
• Upon the academic staff member’s departure from McGill.

Models and Specifications

Pursuant to the Québec government decree, the University is required to procure microcomputers, laptops and accessories exclusively from a list of Hewlett Packard products available under a contract established by the Centre d’acquisitions gouvernementales.

Exceptions to this obligation are limited to the following circumstances:

1. The purchase will not use any University operating funds or any research grants, contracts, or donations where funding is received from the Quebec provincial government or its ministries, OR
2. The purchase is required for research or other specific academic needs, which rely on technical specifications not met by the HP models covered by the contract.

The costs and specifications of the laptops supported in the Academic Laptop Program are:

ALP Supported Laptops

Upgrades

Eligible academic staff may request laptop upgrades if necessary and justified. Contact academic.laptop [at] mcgill.ca with specifications. A quote will be provided and must be included in the attachments section of the Academic Laptop Form on McGill MarketPlace.

Upgrade costs are not covered by the Academic Laptop Program and must be funded through other sources.

Shipping

All laptops will be delivered to the IT Customer Services (ICS) Quadrant location nearest to your office. Once your laptop has been received and is ready for pickup, a technician will contact you directly.

Note: Your current laptop must be returned at the time you collect your new device.