Policy 81

University of Wisconsin-Parkside
Computer Technology Procurement and Replacement
Policy #81

 

81.01 Background

UW-Parkside is committed to providing a base level of technology for faculty and staff in support of instruction and operations, creating a financially solvent funding approach, and ensuring the security of private data. This policy addresses the acquisition, replacement, and reallocation of faculty and staff computer equipment such aas laptops, desktops, docking stations, peripherals and related equipment. This policy does not address equipment used in classrooms, laboratories, student clubs, specialized systems, servers, research technologies, or any other technologies beyond individual workstations and peripherals.

81.02 Equipment Procurement

All faculty, staff, and student employee computer workstations and peripherals, regardless of funding source or department, will be purchased through Campus Technology Services (CTS). CTS will define standard configurations and platforms. Non-standard configurations can raise hardware, software, and support costs. Non-standard printing devices may negatively affect printing campus-wide. All printers must be purchased through CTS. Requests for exceptions to standard technologies will be reviewed by CTS with the departments based on the position's requirements. CTS will work with Business Services to take advantage of existing contracts and negotiate additional cost savings with vendors.

81.03 Funding

UW-Parkside will maintain a Computer Replacement Fund to support a base level of technology for eligible new and continuing University faculty and staff positions. The base level of technology will include one desktop computer with basic peripherals such as keyboard, mouse, and monitor as needed, or one basic laptop with no peripherals for each faculty and staff position. Requesters are encouraged to contact CTS to determine the availability of spare working mice, keyboards, monitors, and other basic peripherals before purchasing them. Departments will be responsible for securing alternative sources of funding for configurations that exceed the base ones, for additional peripherals, or for additional workstations. Eligible positions include faculty and staff funded by GPR funds.

CTS will manage the annual computer replacement process. Departments may not sell, discard, or otherwise dispose of outdated computer equipment outside of CTS and Business Services processes.

The central computer replacement fund will contribute the cost of a standard workstation or laptop along with basic peripherals up to $1,000 for full-time faculty and staff positions funded by GPR funds. The departments will be responsible for costs exceeding the $1,000 allocation.

Part-time faculty and staff positions funded by GPR funds.
The central computer replacement fund will contribute the prorated portion of the $1,000 allocation for part-time employees. For example, a 45% position will receive no more than $450 toward the purchase of a computer.

Faculty and staff positions funded by non-GPR funds
The departments will be fully responsible for the costs of computer technology for positions funded by auxiliary funds and other non-GPR funds. UW System Financial & Administrative Policy 43 specifically notes that auxiliary enterprises should accumulate sufficient reserve funds to ensure that their equipment can be maintained or replaced.

81.04 Ownership and Support

Campus Technology Services will maintain an inventory of all university owned computers, from acquisition through disposal based on electronic inventory tools, information provided by departments, and on physical inventory conducted as part of the annual replacement cycle. Inventory records will include the department, physical location, user, and asset tag associated with each computer.

All computers covered by this policy, regardless of funding source, are the property of the University and not of the individual receiving the funding. Exceptions may apply to federal grant-funded equipment. A federal grant may specify that the equipment is the federal government's property at the end.

Only CTS employees can open the casing of technology equipment. The opening and otherwise mishandling of computer equipment will void the warranty and may incur costs. Departments are also responsible for any costs that exceed what is covered by the warranty (e.g., replacement of old laptop batteries). The CTS TechBar and CTS-designated technology support staff will be the primary point of contact for all workstation and peripheral procurement and support requests. Support will be provided only for University-issued equipment; no support is available for personal computers. Limited or no support may be available for non-standard computer configurations and peripherals.

Computer equipment should not be moved without notifying the CTS TechBar. Mobile equipment should not be left unattended. Fixed equipment in open areas should be secured in consultation with CTS. Departments bear full costs of replacing lost or stolen equipment not covered by insurance or other sources.

81.05 Replacement Cycle

UW-Parkside has adopted a 4-year replacement cycle for faculty and staff workstations. Workstations older than 4 years may be removed from the campus network with advance notification, if it presents a risk to the campus network or information security.

CTS will maintain a small inventory of loaner computers and peripherals and will make them available on a temporary basis as an “emergency replacement.” There is no guarantee that a suitable emergency replacement computer will be available should a department forgo annual replacement or if an out-of-warranty component fails.

Annual Computer Replacement Process

Once every fiscal year Campus Technology Services (CTS) will initiate an annual computer replacement process.

1. CTS will review inventory of computer equipment and prepare initial lists of eligible computer equipment such as workstations that are four years old or older.
2. The lists will be sent to departmental contacts of affected departments. Departmental contacts will be given 14 days to update the lists and return them to the CTS User Support Supervisor for this process.
3. The CTS User Support Supervisor will verify the lists and prepare cost estimates for the central fund’s share and for applicable departmental share and distribute those to Business Services and departmental contacts within 14 days (about 2 weeks).
4. Departmental contacts will provide final lists to the CTS User Support Supervisor within 7 days.
5. The CTS User Support Supervisor will prepare a schedule for computer deployment and initiate orders
6. Existing equipment being replaced will be collected and new equipment will be distributed. CTS will work with departments to transfer data and install software.
7. Departments will be billed the full amount they are responsible for in the same fiscal year in which the replacement cycle is occurring.
8. Ideally computer replacement should be made during the four-year cycle. Exceptions outside the regular cycle will be accommodated based on availability of budget and staff capacity.

81.06 Requesting New Equipment or Support for Existing Equipment

Requesters will use the Computer Replacement Request Form located on the CTS Web site to request new or replacement equipment.
Requesters will contact the TechBar via email or telephone to request physical relocation of a computer or in case of change of user.
Requesters will contact the TechBar to obtain support or with any other technology questions.

81.07 Standard Software

CTS will set up new computers with core software such as Microsoft Office, Windows Operating System, Apple Operating System, etc. Certain system tools and settings are required and will be installed, including antivirus software, hard drive encryption, screen saver, etc. Costs of additional software and tools will be the responsibility of the requesting department.

81.08 Employee Departure

As part of the employee departure process, all computer technology equipment for that position must be inventoried by CTS. CTS will perform maintenance and coordinate with the employee and/or the department staff on the disposition of sensitive data. Technology support staff will strive to minimize disruption while computer equipment is being worked on. CTS staff will work with departments on special needs or circumstances.

81.09 Policy Review

The Chief Information Officer (CIO) will coordinate an annual review of the policy. Members of the campus community can forward to the CIO suggested changes for review by February 1. Recommendations for changes will be provided by the CIO to the Chancellor’s Cabinet for approval no later than March 1st.

 

*Revised: Fall 2015, Fall 2022