Policy Governing our Computer Replacement Program (CRP)

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Purpose

The purpose of this document is to define the policy governing the purchase, replacement, and responsible disposal of University-owned personal computer systems. The Computer Replacement Program (CRP) ensures that faculty and staff have sufficient, up-to-date, and supported computing resources.  Furthermore, these resources will be replenished on a predictable, recurring schedule.  Additional benefits of the replacement program are:

  1. Unit costs for computer systems can be reduced, thereby enabling the University to purchase more equipment at the same or lower funding levels;
  2. All computer systems are purchased with a warranty that covers a computer until the equipment is  replaced;  
  3. The adoption of standard computer configurations reduces support costs and improves service response times;
  4. The Office of Information Technology (OIT) is able to manage computer replacements in a more predictable and balanced manner throughout the fiscal year.

This is neither a comprehensive document covering all facets of the computer replacement process, nor does it cover all aspects related to the disposal of outdated or obsolete equipment.  However, this policy establishes the guidelines to maintain a replacement cycle of computer systems within the useful and expected lifetime of the equipment.

Scope

The CRP addresses the recurring replacement needs of computer systems by all academic and administrative divisions of the University.  Throughout this document, the term, computer systems, refers to personal desktop and laptop computers which are used by faculty and staff.  General-use computers for adjunct faculty, student employees, temporary employees and others are also included in the CRP since these shared resources are essential in meeting the academic/business work requirements in certain divisions.  

This policy relates to all computer systems purchased with dedicated University operating funds to ensure both lifecycle replacement and compliance with baseline standards.   Computer systems purchased or replaced as part of the CRP are the property of the University, and are not “owned” by individuals, departments or divisions.  The OIT is responsible for the procurement, delivery and installation of new computer systems and for the orderly removal and disposal of replaced computer systems.

The replacement of faculty and staff computers originally purchased using grant or special project funding may be transitioned to the CRP once the external source of funds is no longer available.  Computer systems purchased by or for students (i.e. executive degree programs and programs for student athletes) are NOT covered under this policy since these computer systems become the personal property of the student. 

Oversight and Advisory Groups

The following groups will provide supervision and guidance in implementing the Computer Replacement Program:

  • Chief Information Office – Is responsible for ensuring the policy set forth in this document is followed. 
  • Information Technology Advisory Council (ITAC) - Is responsible for policy review, and making recommendations for policy change to the Chief Information Officer. 
  • Divisional Representatives (DR) - Work collaboratively with OIT to assess divisional computer needs and assist in scheduling the deployment of computers to constituents.  The DRs provide guidance regarding standard computer configurations and overall program effectiveness. The DRs also have a role in assisting with the return of replaced computers to OIT. (See Appendix A for a list of responsibilities, and Appendix B for a current list of DRs.) This link will redirect you to the Document Repository in the Nest, authentication required)

Replacement Cycle

This policy establishes a four year replacement cycle for all computer systems within its scope.  This means that all computers are purchased with a four year warranty and on or before the expiration of the warranty, the computer will be replaced with a new computer system.  OIT will not provide technical support for any computer whose warranty has expired.  

Funding

The computer replacement fund serves as the single source of funds to replace and renew university computer systems which are part of the CRP.   This centralized university fund is established at the beginning of each fiscal year by the OIT and the Office of Financial Affairs and the budget is set based on the number and type of computer systems with warranties which will expire during the upcoming fiscal year.  The university’s computer inventory system which is maintained and managed by the OIT serves as the repository of all warrantied computers in the CRP and will be used to inform the budget allocation for each fiscal year.    

The budget for the replacement fund is established based on the allocation of a single computer system for each employee whose position requires a computer.  The technology requirements for a specific computer system are based on the nature of the work performed by the faculty, administrator or staff member. Computer system requirements are also shaped by specific accommodations sanctioned by the Human Resources Office and system requirements based upon these accommodations are funded through the CRP budget.  Exceptions will be permitted with the approval of the divisional leader however, incremental funding for exceptions must be provided by the division and NOT the CRP budget.  CRP funds are not designated for the purchase of tablet computers unless a faculty or staff member requests a tablet computer in place of a standard desktop or laptop computer.    

When a new position is added by a division, the year one funding of the new computer system is the responsibility of the division. After initial funding, the computer will become part of the CRP inventory and when the initial warranty has expired, subsequent replacements will be included in the university CRP budget.  

The OIT is responsible for the management and reconciliation of the CRP budget.  It is the responsibility of the OIT to ensure that all university computer needs for a fiscal year are met and computer replacements are made within the allotted CRP budget.   The OIT will review CRP budget expenditures with the OFA on a quarterly basis. 

Computer Configurations

Each fiscal year, new computer configurations are established for the CRP.   The type and specifications of these configurations are determined by OIT in consultation with the Divisional Representatives.  In establishing configurations, OIT strives to provide a measure of flexibility in the choices offered to the community while securing the very best price point from the university’s vendor partner.  Configurations are offered for both the PC and MAC platforms and within each platform, there are standard and enhanced desktop and laptop options.   If a faculty or staff member requires a computer with more enhanced capabilities, this exception must be approved by the divisional Vice President and OIT and the cost of the enhancement will be funded from the divisional budget not the university CRP fund.  Some exceptions will receive installation-only support from the Office of Information Technology (see Appendix C for OIT support levels). The DR may be asked by their Vice President to provide additional support for these systems, including the installation of special purpose software applications.

Exceptions

In the event standard equipment does not meet a specific computer requirement such as a requirement for a specific, non-standard hardware platform, the department may request an exception to the standard.  Requested changes from the standard configuration will not be processed without the approval of the division head.  The division head must fund CRP exceptions or upgrades to the standard configurations.  Exceptions are granted on an as-needed basis at the discretion of divisional leadership.

Exceptions to the CRP include compelling academic or business requirements which cannot be addressed by any of the standard computer configurations.  The following criteria will used in evaluating the exceptions: 

  • Technical Justification – Exception based on documented manufacturer’s technical requirements for hardware, software and peripherals.
  • Legal or Other Mandate – Exception based on technical, cost or other factors identified by the request initiator with approval as needed.
  • Lost or Misused Computer – Computers which are lost or no longer operate properly due to user-created errors or mistreatment of the device will be addressed with replacement/repair costs borne by the division. In these cases, OIT will work with the division units to resolve issues and, when appropriate, will assign loaner computers.

(see Appendix D for Exception form) This link will redirect you to the Document Repository in the Nest, authentication required)

Working Remotely

Employees who are required to work remotely for all or part of their job responsibilities will be required to have a laptop purchased by their department.  In order to fulfill the responsibilities associated in working remotely, SJU-provided remote software (i.e. VPN) will be installed on the computer.  As part of the university’s VPN policy, this software will not be installed on non SJU-provided computer systems.
 

The use of SJU-provided computer systems is limited to the SJU employee for purposes related to university business.

Donations and Responsible Disposal

  1. All computers replaced as part of the Computer Replacement Program are the property of the University.  When a computer has reached the end of its warranty and is replaced, the replaced computer must be returned to OIT.  Under no circumstances will a replaced computer remain with the department.  If a faculty or staff member is unwilling to return a replaced computer, OIT will inform the individual’s manager and division leader and enlist their support in having the computer returned.
  2. A computer which is replaced before the end of its warranty may be redeployed within a division.  OIT will work with the DR to coordinate the redeployment and ensure that the computer is properly re-imaged and installed.  This process will need to be approved by both the division head and the Office of Information Technology. 
  3. It is the responsibility of the OIT to assess the condition of each replaced computer and determine if the computer is suitable for donation.  If a computer is deemed acceptable, OIT will coordinate with External Relations to meet donation requests. 
  4. Whether a computer is to be donated or disposed, OIT will ensure that computer storage devices are securely erased. 
  5. Requests for charitable donation of replaced computers must be submitted to and approved by the Office of External Affairs.   Donation requests must be sponsored by a University employee and the recipient organization must be a non-profit entity, and must provide the SJU sponsor with a 501(c)3 form.   OIT will prepare computers for donation once a request is approved by External Affairs.   All software licensed by the University will be removed from the computer with the exception of the operating system.  The SJU Sponsor is responsible for coordinating the transfer of computers with the recipient organization.  Donated computers will not be supported by OIT or the University in any way.  It is the responsibility of the recipient organization to maintain and support the computers.  Donations are given to recipient organizations in this priority order:
  1. University-sponsored service programs, such as the Campus Ministry Immersion Program;
  2. University-related non-profit organizations;
  3. Other non-profit, educational institutions (i.e. local K-12 schools); or
  4. Other non-profit organizations.
  1. Replaced computers may not be given or sold to employees for their personal use. 

 

 

 

Details

Service ID: 11175
Created
Tue 11/24/15 3:41 PM
Modified
Wed 5/31/17 10:59 AM