Purpose
This policy provides guidelines, process, and procedure, regarding the purchase, replacement, reallocation, and disposal of computer devices. It applies to all computer devices purchased and/or supported by the University of Dallas Office of Information Technology. OIT supports specific makes, models, and configurations of computers. These systems were chosen to allow diversity in brands, operating systems, performance, and customization to ensure they meet requirements of academic and administrative departments. All University of Dallas computers must be approved by the Office of Information Technology and purchased through the Purchasing Department
Scope
This policy applies to all University employees, faculty, staff who use computing devices for the purposes of performing work duties and assigned tasks.
Computer Procurement
All University of Dallas computer purchases must be reviewed and approved for performance, security, and support, by the Office of Information Technology and processed by the UDallas purchasing department. Upgraded computers required by job function must be reviewed and approved by OIT. Personal computer purchases are not supported or funded by the university. Computers are purchased to ensure that all faculty and staff have adequate computing resources to complete work requirements during the useful life of the computer. Apple Mac-based systems are procured and supported but to manage costs OIT requires rational or specific use case (job function, specific applications).
UDallas computer purchases are guided by the concept of longevity investing to maximize the computer’s useful life and ensure maximum Return on Investment (ROI). Computer industry experts estimate the life cycle of computer devices range from 3-5 years. These figures are based on the rate of technology change and computer manufacturer product life cycle phases. University of Dallas strives to procure computers during and shortly after the High-Viability Phase of the computer life cycle to ensure the university obtains the maximum period of use and product support. Lost, stolen, or damaged computers or accessories due to negligence or intentional harm must be replaced by department funds.
Computer Deployment
New Faculty Staff: Based on available budgets one reassigned useful life computer or one new computer will be purchased and assigned to new full-time faculty or staff members.
Current Faculty Staff: Replace end of life computers with new computers or reassigned useful life computer. OIT supports computers for the entire useful life of the computer. If a faculty or staff resign from the university a useful life computer is reassigned to the incoming replacement employee. If no useful life computers are available a new computer is purchased.
Adjunct faculty: are not issued computers but are provided shared systems, IT support, and online resources.
Classroom Technology and Computer Labs: OIT collaborates with academic departments, faculty, schools, and student services to maintain classroom and computer lab equipment to ensure the successful delivery of teaching and learning. Computers are updated based on course requirements and replaced at end of life.
Computer Management
The Office of Information Technology monitors and maintains computers across campus. Funding and university priorities may impact the computer management deployment. University of Dallas computer inventory refresh schedule relies on a 4 to 6-year rotation, dividing campus hardware by user roles and device types to balance budgets and workload. Computer refresh is determined by fiscal resources, replacement cycles, and the age of the equipment.
- · One laptop computer is issued or replaced for full-time faculty and staff.
- · Full-time faculty and Staff Laptops, 4–5-year life cycle
- · Desktop computer are special use cases that must be justified and approved by OIT.
- · Upgraded computers required by job function are reviewed and approved by OIT.
- · Computers are replaced within the fiscal year they are designated end-of-life.
- · Student Labs and Public Workstations: 4 to 6-year cycle
- · Specialty / Power Computers: 3 to 4-year cycle for video, engineering, graphics
University of Dallas does not use a cascading computer policy which is typically used in larger organizations due to increased technical support staff, support costs, and the nature of higher education work. Computers are assigned to individual employees for the entire useful life of the computer. When faculty or staff resign and the computer retains useful life it is reassigned to replace end of life computers. This practice optimizes the ROI and saves from purchasing new computers prematurely. Computers are replaced within the fiscal year in which they are designated end-of-life.
Computer Disposal
When computers reach their End-of-life, they must be retired from use. OIT does not redistribute end of life computers because each computer is optimized for their full useful life. Used end of life computers are cost prohibitive to maintain and pose a threat to the stability of the campus network infrastructure. End of life employee change computers must be returned to the OIT for disposal. This policy shall be reviewed annually by the Chief Information Security Officer and updated as regulatory or technological changes occur. Supporting procedures (intake forms, review rubrics, and guidance documents) will be maintained as appendices.
Revisions
Responsible Office: Office of Information Technology
Issued: 5.1.26
Revised: n/a