Preparing for Windows 10 End-of-Support: A Guide for Academic Institutions Like CWRU

As Microsoft’s official end-of-support deadline for Windows 10 approaches, organizations and individual users globally are preparing for a transition that will reverberate through IT departments, security teams, and administrative offices alike. Nowhere is this shift more pronounced than within academic institutions such as Case Western Reserve University (CWRU), where the consequences of inaction could significantly compromise the integrity and security of essential technology infrastructure. In anticipation of Windows 10 support ending on October 14, the CWRU community is strongly urged to plan, assess, and execute system upgrades or migrations to Windows 11, not only for the sake of maintaining security but also to ensure seamless research and learning environments.

The End of Windows 10 Support: What It Means​

Microsoft has maintained a long-standing policy of defined life cycles for its operating systems, delivering mainstream support for several years, followed by extended periods of security-only maintenance. Windows 10, first launched in July 2015 and currently installed on hundreds of millions of devices worldwide, is now reaching the end of its extended support. After October 14, 2025, no further security updates, bug fixes, or technical assistance will be available for Windows 10 users, regardless of their individual or organizational licensing arrangements.
The implications of this sunset are much more than a matter of system inconvenience. Devices continuing to run Windows 10 will become increasingly susceptible to newly discovered vulnerabilities. Without ongoing patches, these systems could be readily exploited, resulting in financial losses, stolen research, unauthorized data disclosures, and even network-wide compromise. For academic settings—where sensitive data runs the gamut from proprietary research to student and faculty information—the stakes are especially high.

The Urgency for Academic Institutions​

At Case Western Reserve University, University Technology (Tech) has initiated a comprehensive strategy to address the impending transition away from Windows 10, as confirmed by a recent advisory published in The Daily. According to this communication, Tech is leveraging a phased methodology: firstly, identifying machines that can be upgraded in-place without disrupting critical work, and secondly, distinguishing those systems that may not be compatible with Windows 11 for technical or legacy reasons.
The consequences of failing to act—from compromised data to the potential denial of access to essential campus networks—place extraordinary urgency on university affiliates to participate actively in the update process. For faculty and staff, that means responding to technological assessments and reporting device specifics through channels provided by Tech.

The Upgrade Assessment: A Multi-Faceted Approach​

For a university with a broad spectrum of hardware, operating systems, and specialized software, a blanket upgrade is rarely feasible. To ensure each machine is handled diligently and disruptions are minimized, the CWRU Tech department has implemented an assessment program. This program includes thorough hardware reviews, critical software compatibility checks, and a collaborative decision-making process for next steps.
Key components of the assessment include:

• Hardware Review: Is the current device’s processor, RAM, storage, and chipset aligned with Windows 11’s requirements? Since Windows 11 has stricter security requirements than its predecessor, devices lacking Trusted Platform Module (TPM) 2.0 or certain newer CPU generations may be excluded.
• Software Compatibility: Will research applications, teaching tools, or administrative software currently in use continue to function seamlessly under Windows 11? Compatibility checks are essential for software integral to lab equipment or specialized research.
• Network and Security Considerations: Devices not upgraded could lose access to the university network or face increased risk from unpatched vulnerabilities.

Following the assessment, one of three outcomes is possible: the system is green-lit for a Windows 11 upgrade, it requires a hardware refresh, or an Extended Security Update (ESU) license must be applied if a transition is temporarily impossible.

Extended Security Updates (ESU): A Temporary Safety Net​

Microsoft offers Extended Security Updates (ESU) for organizations with critical dependencies on legacy systems. These updates, however, are a stopgap rather than a solution. The ESU program comes with financial cost, a defined term (usually three additional years), and dwindling support scope over time. For universities and enterprises, ESU may keep mission-critical devices protected during a phased migration but is not intended for indefinite reliance.
Critically, opting for ESU:

• Buys Time—but Costs More: ESU licenses incur annual costs that increase each year. For large institutions, cumulative fees could strain IT budgets.
• Delays, Not Eliminates, Pressure: The end of ESU coverage will ultimately require total migration or device retirement.
• Security Gaps May Widen: Not all vulnerabilities may be covered, and institutions with multiple OS versions face higher complexity in managing security.

Challenges Specific to Educational Environments​

The multi-faceted technology landscape of universities presents unique hurdles in migration planning:

• Legacy Hardware: Many research labs and administrative offices utilize PCs and laptops designed for longevity. Devices that successfully ran Windows 10 might not meet Windows 11’s hardware requirements. In many cases, hardware upgrades—or full system replacements—are necessary.
• Specialized Applications: Research groups often depend on legacy or custom-built software, sometimes poorly maintained or never updated for new OS compatibility.
• Budget and Procurement Cycles: Universities typically have annual budget cycles. Planning for hardware refreshes or large-scale licensing expenditures demands early coordination with procurement and administrative departments.
• Distributed IT Management: In institutions as decentralized as CWRU, some departments maintain independent IT resources, complicating centralized oversight and timely compliance.

Step-by-Step for University End-Users​

CWRU’s structured approach, as detailed in public advisories, centers on proactive communication and user engagement.

1. Await and Respond to Assessment Outreach​

Tech is actively contacting users whose systems require assessment. Faculty, students, and staff should promptly respond to requests for information, which may include sharing device names, serial numbers, or details about essential applications.

2. Prepare for Evaluation​

• Locate the computer’s device name by typing "device name" into the Windows search.
• Find the serial or service tag, usually affixed to the computer’s underside or within system information tools—information vital for assessing eligibility for upgrade or replacement.

3. Fill Out Required Forms​

Users who have not received assessment requests are encouraged to complete the Windows 11 Upgrade Support Assessment Form available via CWRU’s internal support channels. Early submission enables IT staff to coordinate efforts, allocate resources, and prevent last-minute complications.

4. Initiate Direct Contact, If Necessary​

Anyone left uncontacted by June 30 is urged to reach out to the service desk, including their school, department, device information, and specific needs. Multiple support avenues—including email, phone, and in-person visits—have been publicized to give users flexible routes to resolution.

What Happens During the Device Assessment​

The device evaluation performed by IT staff includes several technical steps:

• Inspection of CPU generation, RAM, storage, and the presence of TPM 2.0
• Verification of operating system version, patch level, and enrollment in device management systems
• Review of essential or specialized software and its compatibility with Windows 11
• Identification of users’ requirements, such as accessibility tools, peripherals, and legacy device connections

Importantly, the process is not intended to disrupt normal daily tasks and is structured around the goal of maintaining academic productivity.

Planning Ahead: Institutional and Individual Benefits​

Why early planning is pivotal:

• Prevents Disruptions: Upgrades and replacements are best scheduled during academic breaks, reducing risk of downtime during teaching or research activity peaks.
• Ensures Budgetary Flexibility: Advance notice enables departments to allocate funds to procurement cycles, avoiding end-of-fiscal-year rushes and premium pricing.
• Allows for Stress-Free Testing: Early adoption provides time for identifying and resolving software incompatibilities, preventing research interruptions.
• Reduces Security Exposure: The sooner unsupported systems are phased out, the lower the risk of a catastrophic breach.
• Optimizes IT Workloads: Spreading upgrade tasks over several months prevents burnout among IT staff, improving outcomes and user satisfaction.

Technical Deep Dive: Windows 11 Hardware Requirements​

The shift to Windows 11 comes with heightened hardware prerequisites, reflecting an industry-wide emphasis on modern security and performance standards. According to documentation from Microsoft, the minimum requirements include:

• Processor: 1 GHz or faster with 2 or more cores on a compatible 64-bit processor or System on a Chip (SoC)
• RAM: 4 GB minimum
• Storage: 64 GB or more
• Firmware: UEFI, Secure Boot capable
• TPM: Trusted Platform Module (TPM) version 2.0
• Graphics Card: Compatible with DirectX 12 or later with WDDM 2.x driver
• Display: High definition (720p) display larger than 9” diagonally

Systems lacking TPM 2.0 or CPUs of at least Intel 8th Gen or AMD Ryzen 2000 series typically cannot be upgraded through official means. While workarounds exist and are sometimes discussed on technology forums, Microsoft does not support them, and they may result in compatibility, stability, or future update issues.

The Software Compatibility Maze​

Navigating software compatibility is often more fraught than hardware upgrades. Key considerations for IT departments and end users include:

• Critical Software Verification: Programs used for research analysis, teaching content delivery, document management, and device control must be certified or tested for Windows 11. Insufficiently tested applications could crash, lose data, or fail to launch post-upgrade.
• Interoperability: Certain network tools, storage drivers, and security utilities might require newer versions before full Windows 11 compatibility can be assured.
• Vendor Support: For specialty software, check with vendors or developer communities for official Windows 11 support statements. A lack of official backing may necessitate continued use of ESU for certain devices or accelerated procurement of replacement applications.

Risks of Not Upgrading: Real-World Scenarios​

Failing to migrate away from unsupported operating systems brings escalating risks—realities that have been borne out in numerous well-documented data breaches and malware outbreaks over the past decade:

• Zero-Day Vulnerabilities: Unsupported systems become prime targets for attackers, who may exploit newly discovered flaws that will never be patched.
• Spread of Malware: One compromised system can serve as a launchpad for lateral movement, infecting peers and escalating to critical infrastructure.
• Legal and Regulatory Ramifications: Handling sensitive research data, student records, and financial information requires adherence to privacy and security regulations. Continuing to use unsupported software can result in non-compliance, lawsuits, and reputational damage.
• Loss of Network Access: Universities may block insecure devices at the network level, resulting in denial of vital digital resources.

The Broader Trend: Windows 10 Retirement as an Industry Milestone​

Windows 10’s end-of-support signals a broader industry transition toward more secure, cloud-connected, and hardware-dependent computing. Corporate and educational organizations that successfully navigate this transition strengthen overall cyber hygiene, build staff capacity in change management, and invest in future-proofing their digital landscape.
Notable strengths in CWRU’s approach:

• Structured Assessments: By categorizing devices based on upgrade potential, CWRU tailors interventions, easing the human and financial burden associated with mass migrations.
• Flexibility: Integrating ESU as a transitional measure addresses realities of budget and software compatibility constraints.
• Proactive Outreach: Open channels for user-initiated communications encourage ownership and transparency throughout the process.

Potential risks in the process:

• Fragmented Upgrades: Varied departmental schedules and resources may lead to uneven compliance across the institution.
• Budget Overrun: Hardware replacements—especially if delayed—could cluster in a single fiscal cycle, stressing available funds.
• User Fatigue and Work Disruption: Poorly timed upgrades or miscommunication could hamper faculty productivity at critical times, such as during grading periods or at the start of semesters.

Tips for a Smooth Transition​

For CWRU users and IT professionals elsewhere facing a similar transition, several best practices can maximize the chances of success:

• Start Early: Inventory all at-risk devices and applications well ahead of the deadline.
• Communicate Clearly: Engage end users, clarify timelines, and set expectations for possible downtime or retraining needs.
• Document Everything: Maintain clear records of system inventories, software dependencies, and decision-making processes.
• Test Before Broad Rollout: Pilot upgrades on a representative subset of machines and gather feedback prior to institution-wide deployment.
• Stay Informed: Regularly consult Microsoft and vendor communications for late-breaking compatibility updates or security advisories.

Looking Ahead: Windows Updates, Security, and Future-Proofing​

Microsoft’s strategy toward more frequent, cloud-centric Windows releases underscores the industry’s heightened focus on security and manageability. For users accustomed to a decade-long OS support horizon, this marks a pivotal cultural shift. The future will require more agile, attentive planning—both to stay current and to make the most out of investments in new hardware.
For CWRU and peer institutions:

• Leverage New Features: Windows 11 brings productivity and security enhancements, including improvements in virtualization, better integration with Microsoft 365, and stronger phishing protections. These features can unlock new efficiencies once embraced.
• Invest in Staff Training: New operating systems often include changes to standard workflows. Proactive training empowers users and avoids frustration.
• Monitor the Tech Landscape: With rapid changes in device requirements, cloud capabilities, and software delivery models, continuous monitoring and regular adjustment of IT plans become non-negotiable.

Conclusion: Safeguarding the Future​

With the official end-date for Windows 10 support in sight, Case Western Reserve University’s robust, multi-faceted response stands as a model for educational and corporate institutions. By prioritizing early planning, transparent communication, and phased technical assessments, the university is mitigating risk and ensuring minimal disruption during this widespread industry transition.
The end of Windows 10 support is not merely a technical footnote but a call to arms for organizations to reevaluate, modernize, and secure their technology ecosystems. Institutions that plan ahead, invest in the right resources—and keep the lines of communication open—will not only avoid the pitfalls of unsupported systems but will seize the opportunity to lay a stronger foundation for years to come.
For members of the CWRU community—or any windows user within an enterprise or campus—the message is clear: heed the advisories, engage with available support resources, and take an active role in ensuring your device, data, and daily work remain protected as technology’s next chapter unfolds.

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Source: The Daily | Case Western Reserve University Computers running on Microsoft’s Windows 10 must be updated