Overview

University athletics departments run like their own enterprises. You’ve got coaching staff, administrative teams, student athletes, video coordinators, sports medicine personnel, and support staff—all relying on technology to do their jobs effectively.

And like any enterprise operation, your Apple devices have a lifecycle. MacBooks for coaches. iPads for video analysis. Administrative equipment for your business office.

But athletics departments face unique challenges when it comes to device refreshes. Your budget is separate. Your timeline doesn’t always align with campus IT. And your needs are specialized.

Here’s how to approach your device refresh strategically—and make sure you’re capturing maximum value in the process.

Understanding Your Unique Technology Landscape

Athletics technology isn’t one-size-fits-all. You’re managing several distinct categories of devices, each with different use cases:

• Coaching staff equipment: MacBooks and iPads used for game planning, recruiting, film study, and administrative work
• Video analysis tools: Specialized setups for capturing, analyzing, and sharing game footage and practice sessions
• Administrative technology: Business office equipment for compliance, ticketing, fundraising, and operations
• Sports medicine devices: Equipment used for athlete health monitoring, injury documentation, and treatment planning

Each category has its own refresh considerations. The iPad a volleyball coach uses for film study has different demands than the MacBook your compliance director uses for NCAA reporting.

Why Athletics Departments Often Wait Too Long

We’ve worked with athletics departments across the country, and we see the same pattern: they wait longer than they should to refresh devices.

It’s not because they don’t know better. It’s because:

• Budget cycles are rigid. You plan 12-18 months out, and unexpected expenses derail everything.
• Seasons dictate timing. You can’t interrupt a season to deal with technology refreshes.
• Devices “still work.” Coaches are focused on winning games, not complaining about technology.
• There’s always something more urgent. Recruiting budgets, facility upgrades, equipment needs—technology refreshes feel like they can wait.

But here’s what that waiting costs: devices losing value every month they sit unused, aging equipment creating support headaches during critical times, and missed opportunities to put funds back into your department budget.

The Strategic Approach

The athletics departments that handle refreshes well do a few things differently:

• They plan during off-seasons. Summer is ideal for most sports. It’s when you have time to coordinate logistics without disrupting competitive seasons.
• They think in cohorts. Maybe you refresh coaching staff devices this year, video equipment next year, administrative technology the year after. Staggered refreshes are easier to budget and manage.
• They capture value early. Rather than waiting until devices are obsolete, they refresh while equipment still holds meaningful resale value—and use those funds to offset new purchases.
• They align with campus partnerships. Even if your budget is separate, coordinating timing with campus IT can create efficiencies and consistency.

What Video Equipment Refreshes Look Like

Video analysis technology is particularly important for athletics—and particularly complex to refresh.

You’re not just dealing with standard devices. You’re managing specialized setups, proprietary software, and workflows that your coaching staff depends on.

The key is planning far enough ahead that you can:

• Ensure compatibility with your current video systems
• Test new equipment before competitive seasons start
• Train staff on any new tools or workflows during downtime
• Maintain backup equipment during the transition

And don’t forget about the old equipment. Those iPads and MacBooks used for video analysis? They still hold value—even if they’re a few years old and have specialized software on them. Proper data erasure and resale can put funds back into your program.

The Compliance and Data Security Piece

Athletics departments handle sensitive information. Recruiting data. Athlete health records. Compliance documentation. Financial information.

When you refresh devices, data erasure isn’t optional—it’s required.

You need a partner who understands FERPA requirements, who can provide documented proof of data erasure, and who handles your devices with the same care you’d expect for any sensitive organizational equipment.

This is especially important if you’re dealing with devices that contained athlete information or recruiting materials. The last thing you need is a data security issue that creates compliance problems or puts your program at risk.

Coordinating Across Your Department

One challenge we hear from athletics directors: getting buy-in from coaches and staff.

Coaches are busy. They’re focused on their sport. And if their current MacBook works well enough, they’re not thinking about refreshes.

The solution? Make it easy for them.

Handle the logistics. Coordinate timing around their schedules. Provide clear communication about what’s happening and when. And most importantly, minimize disruption to their work.

The smoothest refreshes are the ones where coaches barely notice the transition—they turn in old equipment, receive new equipment, and get back to focusing on their teams.

Expanding Beyond Your Department

Here’s something interesting we’ve seen: athletics departments often become the pilot for larger campus refreshes.

A department refreshes their equipment, the process goes smoothly, and suddenly other departments are asking, “Can we do that too?”

If you’re part of a larger university, your successful refresh can open doors for campus-wide partnerships. That can mean better pricing, more consistent processes, and stronger relationships with campus IT.

Making It Happen

Device refreshes don’t have to be complicated. They just need to be planned.

Start with an honest assessment of what you have. Talk to your team about timing that makes sense. Get value assessments so you know what you’re working with. And find a partner who understands the unique needs of athletics departments.

The goal isn’t perfection. The goal is a smooth, strategic refresh that puts better equipment in your staff’s hands and puts value back into your program budget.

You’ve got enough to worry about during competitive seasons. Your technology refresh shouldn’t be one of those things.