Faculty and Staff PC Replacement Policy

Definition

This policy provides guidelines regarding the purchase, replacement, reallocation, and disposal of desktops and laptops.

Scope

This policy applies to all desktops and laptops purchased and/or supported by the AIS department.

Standardization

AIS currently supports specific makes and models of computers.  These systems were chosen to allow diversity in brands and operating systems, yet provide enough similarities that adequate support can be maintained.  Standardization also reduces cost significantly through bulk purchasing discounts and vendor agreements.

General policy

  • When computers reach their End-of-life, they must be retired from use. AIS does not redistribute old computers because they are cost prohibitive to maintain and pose a threat to the stability of the campus network infrastructure.
  • The replacement process occurs each fiscal year.
  • When computers are refreshed is determined by the fiscal resources, current replacement cycles, and the age of the equipment.
  • Only one computer per full-time faculty or staff will be replaced.
  • Desktop systems will be encouraged for all personnel, unless their job warrants frequent mobility.
  • Laptops will be issued to personnel whose jobs require frequent mobility.
  • Upgrades required by job function will be the responsibility of AIS upon approval of the director.
  • Computers or accessories lost or stolen will be replaced by the department assigned the equipment.

New employees

A new computer will be purchased only if:

  • A new full-time faculty or staff member has been hired for a position that didn't exist before.
  • If possible, departmental funds will be used to purchase new systems for staff members.  Thereafter it will fall under the AIS department budget for replacement.
  • All computers must be purchased with the approval of the Director and through the AIS department.

Refresh of existing systems

  • When financially possible, computer systems will be replaced within the fiscal year in which they are determined to be end-of-life.
  • The AIS department will maintain a website that will allow faculty and staff to determine when their equipment will be replaced. (internal)
  • The Information Technology department will maintain a website that indicates the current recommended models.  Only these models will be used for the refresh program.
  • A computer will be refreshed on a one-to-one basis only (ex: a desktop replaces a desktop, a laptop replaces a laptop). 
  • Any old system must be returned to the AIS department for disposal.  Special consideration will be made for end-of-life machines that do not require network connectivity and AIS support for their intended function. 
  • Any systems stolen or lost will be replaced by departmental funds.
  • In all cases, if a Mac-based system is chosen, the employee should have a valid reason for doing so (job function or applications require it, etc.) as they are generally more expensive to purchase and maintain.

Lost, damaged or stolen items

  • Any computers or accessories that stop functioning not due to misuse will be replaced by the AIS department.
  • Any computers or accessories that are lost or stolen may be replaced by department funds.  These items will not be refreshed until replaced.
  • Any computers or accessories that are damaged beyond normal wear and tear may be replaced via departmental funds.

Adjunct Faculty

Adjunct faculty will not be supplied with a computer.  Shared systems are available within each department for their use.