Laptop loan scheme for postgraduate researchers

Using a University-issued device helps keep your work, data, and communications safe and reliable.

Because of General Data Protection Regulation (GDPR) and formal requirements from government agencies, funders, and key partners such as the NHS, the University must follow strict rules on data protection and research data management for all research activity.

It is the joint responsibility of you and your supervisor to follow University guidance on research 
integrity, which includes research data management and security. Using a University device, with the support provided, makes it easier to meet these responsibilities.

If you spend the majority of your time on the University of Liverpool campus, you are eligible for the scheme. If you will be at an overseas partner university for the first 1 or 2 years of your degree, you will be able to apply to the scheme when you arrive in the UK for the duration of your registration with the University of Liverpool. Please indicate this clearly on your application form.

If you received the application form as part of your pre-arrival information, you may submit it in advance to pret@liverpool.ac.uk, but we can only provide the laptop once your registration is complete on the student records system.

Once your status changes from ‘expected entrant’ to ‘registered’, we will place the laptop order and you can choose delivery to a UK address or collection from campus. During busy IT Services periods (such as the start of term), delivery to a UK address is often quicker. Please note that home deliveries are paused during peak courier periods (mid-November to January).

No, you only need to apply once in year one of registration and then the laptop is yours to use for the whole of your time as a registered PGR at the University of Liverpool

You have security responsibilities if using a personally owned device (also known as Bring Your Own Device) that is not issued by the University.

It is important that you apply the same layers of protection to your personally owned device as outlined in the Bring Your Own Device Policy at https://www.liverpool.ac.uk/it/regulations/. This includes (but is not limited to):

• Applying a pin or strong password
• Applying antimalware protection
• Encrypting your device
• Keeping your device up to date with operating system/ software/ application updates.
• Reporting loss of theft of device (that may hold University data) via the IT ServiceDesk self- service portal

If you already have a laptop from your department, school or institute, please note that devices issued through the PGR Laptop Loan Scheme are usually higher specification. Once you receive your new device, return the older one to your department.

If you are using a specialist laptop essential for your studies, email the details (make, model, operating system, and specialist software) to pret@liverpool.ac.uk so IT Services can check it meets cyber security requirements.

The laptops are of an equivalent specification to that provided to academic staff and researchers.

View laptop specification

The scheme is fulfilled using a mix of new and reconditioned laptops - all reconditioned laptops are inspected before being issued and if a problem develops during the period of the loan, it will be replaced.

As of Sept 2025, we no longer supply a carry case as standard, but IT Services have supplies of laptop bags if you need one (collect from Liverpool campus)

No, we do not provide monitors or docking stations through this scheme, you would need to approach your school or institute to request any other peripherals or accessories.

As of Sept 2025, we no longer supply a carry case as standard, but IT Services have supplies of laptop bags if you need one (collect from Liverpool campus)

The laptop loan scheme can only supply the standard specification Windows laptop, there is no upgrade option available and there is no cash equivalent available via the Postgraduate Researcher Experience Team (PRET) or PGR laptop loan scheme to put towards your own choice of laptop/device (e.g. higher specification, desktop PC or Mac).

The Laptop Loan Scheme only provides Managed Windows Service (MWS) devices. These meet the University’s Cyber Essentials accreditation, so we cannot support converting them to Linux or MacOS.

We recognise that some researchers need other operating systems, but this specialist support is managed at School or Faculty level. IT Services are reviewing how best to support diverse research needs, but currently only MWS devices are available through this scheme.

1. Data ownership, data protection and information security responsibilities
   
   The University Research Data Management Policy requires the safeguarding and handling of research data responsibly, in accordance with ethical, legal, and regulatory requirements. Failure to comply with this can constitute research misconduct. The University Information Security Policy, IT Acceptable Use Policy and Data Protection Policy specify rules for the appropriate use of University IT facilities, including your responsibilities and recommended measures to protect University information, personal data and the information entrusted to the University by its partners.
   
   
2. Training and guidance
   

   We strongly recommend you undertake appropriate training relevant to your subject discipline and for advice on relevant University resources. These may include:

   • Online research ethics and integrity training
   • Cyber security training (via IT services cyber security partner MetaCompliance). Training to be issued by Mycompliance@liverpool.ac.uk from September 2025
   • IT services IT training and digital skills
   • Library KnowHow Digital Skills (Canvas)
     
     
3. Research data storage
   

   Please review the University guide to research data management essentials which includes advice on documenting a Data Management Plan as part of your research work. Remember that you are responsible for saving your data/work using University centrally managed storage options. Don’t risk compromising data or losing years of valuable research if the storage wasn’t backed up.

4. MWS Responsibilities
   

   The University's Laptop scheme, also known as the Managed Windows Service (MWS) is certified for Cyber Essentials. This demonstrates our commitment to cyber security. Using the MWS IT facilities (centrally managed desktop/ laptop service provided to all parts of the University and the supporting infrastructure consisting of networks, M drive, department drives, RDM Active Data Store and associated business applications) means you are able to evidence appropriate security measures are in place when handling your research data. These include:

   • Secure devices and software
   • Controlled access to data and services
   • Protection from viruses and other malware
   • Up to date software

   Please be aware of your specific obligations to protect University data and systems as outlined in the IT Acceptable Use Policy). You must:

   • Be responsible for all activity on your IT account: keep your IT password secret; don't share your IT credentials with anyone (especially phishing scams); don't attempt to obtain or use anyone else's IT credentials
   • Maintain an up-to-date operating system, anti-malware protection, and software updates on your computing device, to protect all University information and systems.
   • Use University information, IT facilities, and services responsibly and with respect for other users.
   • Safeguard personal data, respect other people’s information, and don’t abuse copyright material. Use University centrally managed IT facilities and services to store University information
   • Comply with the IT AUP and observe the regulations of third parties whose facilities and services you access. Don't break the law or damage the University’s reputation.
   • Report loss, theft, damage or ask for IT help via the IT Services self-service portal https://servicedesk.liverpool.ac.uk Email servicedesk@liverpool.ac.uk or Telephone +44 (0)151 794 4567
   
   Please familiarise yourself with this IT Services Article if you will be taking your laptop out of the UK:
   Overseas travel advice IT equipment, systems access and export controls. You should also review the Export Controls webpages if any of your research (physical or virtual) could be considered sensitive:  https://www.liverpool.ac.uk/legal/exportcontrols/

When you finish your studies, you must return your loan laptop to meet licence and security requirements. Email pret@liverpool.ac.uk with your end date to arrange return. Before leaving, agree with your supervisor/manager how University data will be handed over or retained (see the Information Security Policy - (Section 3.3) at https://www.liverpool.ac.uk/it/regulations/.
Returned laptops are securely reset and re-issued, or disposed of via the University’s approved partner. Once IT Services receives your laptop, you’ll get email confirmation that the loan agreement has ended.

You can keep your laptop right up until the day you graduate - it doesn't have to be returned straight after your viva. Whatever your post-viva plans, please think ahead and aim to return it in person rather than relying on posting it back to Liverpool. The University will not pay or reimburse postal/courier charges or import duties for a laptop being returned from outside the UK. 

Note: Intercalating MPhil students resuming MBChB may keep the laptop until the end of their studies

No, we can’t offer this option.

When you sign the laptop loan agreement, you agree to “immediately report any issues with the equipment including loss, theft or damage” and should this happen, you agree that you will “at the University’s discretion, replace the Equipment or reimburse the University for full value of the Equipment”. 

In any incident of theft, loss or damage, the laptop loan scheme would not automatically provide a replacement laptop. However, depending on the circumstances, a replacement may be offered. 

If you have insurance for your personal belongings at home, it would be a good idea to ensure that the laptop is also covered for theft, loss or damage both at home and away from the home.

If you are travelling on University business, such as a conference or field trip, you must ensure that your department has provided you with insurance under the University of Liverpool’s travel insurance policy. Please also read the IT Services Article: Overseas travel advice IT equipment, systems access and export controls .

If you think your research might be classed as a sensitive technology, or strategic goods with a dual end-use, you must check the Export Controls webpages https://www.liverpool.ac.uk/legal/exportcontrols/ before travelling outside the UK with the data accessible from your laptop (or any other data-holding device).

Remember, you must:

• Report any theft or loss of IT equipment immediately to the IT Service Desk via the self-service portal https://servicedesk.liverpool.ac.uk, Email servicedesk@liverpool.ac.uk or Telephone +44 (0)151 794 4567.
• You must also report the theft or loss by email to: PRET@liverpool.ac.uk
• Report any data losses or breaches to the Data Protection Officer
• In all reported cases, you should inform IT Services that the Equipment was provided to you under the PGR Laptop Loan Scheme.

Please contact the IT Service Desk in the same way as you would with any IT issue. IT Services will triage the issue with the laptop and involve the supplier (DTP) if they need to. 

The easiest way to contact the IT Service Desk is open a new ticket/incident using Service Now.

When you log the call with IT Services, please be sure to put in the details that it is part of the laptop loan scheme and quote the date that you received the laptop.

Yes – just email pret@liverpool.ac.uk and you will be given instructions on how to return your laptop and, once it has been received, you will be notified that the loan agreement has ended.