XavierUniversityPolicies&ProceduresManual
Section3:EmployeeResponsibilities
Policy:3.xxCOMPUTERREPLACEMENTANDREFRESHPOLICY
Scope:FacultyandStaff
ResponsibleDepartment:InformationTechnologies
ApprovedBy:President’sCabinet
LastReviewedDate:February,2016
A.
PHILOSOPHY
InformationTechnologiesatXavierUniversity(the“University’)hasdevelopedacomputer
replacementpolicytoprovideroutinereplacementoffacultyandstaffcomputersonafour
yearcycle.Theoverallpurposeofthisprogramistoensurethatthecomputingresourcesare
up-to-dateandsupportable.Thegoalsofthisprogramareasfollows:
• Toensurethatallfacultyandfulltimestaffmembershaveaccesstoacomputerthathas
sufficientcapacitytosupportthebasiccomputingneedsinfulfillmentoftheirwork
responsibilities;
• Toassurethatappropriatecomputingresourcesareavailabletocomputingfacilitiesand
classrooms,tosupportthemissionoftheinstitution;
• TomaximizeacentralizedbudgetmanagedbyInformationTechnologiesthatprovides
basiccomputingresourcesforUniversityemployeestherebyprovidingreliefto
departmentalbudgets;
• Toimplementminimumstandardsforcomputingtechnologyincreasingthesupportability
ofthecomputingresources;and
• Tostreamlinetheacquisitionanddeploymentofnewequipmentandtheproperremoval
andrecyclingoftheoldequipment.
B.
POLICY
ComputerReplacementCycle
Full-timeandselectedpart-timefacultyandstaffcomputers,aswellascomputerequipmentin
classrooms,areonareplacementcycleofapproximately4years.Computersareorderedand
replacedduringthesummer.Computersacquiredoutofcyclewillbereplacedduringthe
summercomputerdeploymentaftertheyhavereachedatleastfouryearsold.
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Onlytheprimarycomputerwillbereplacedthroughthisprogram.Ifanemployeehastwo
computers,theirdepartmentisresponsibleforreplacementofthesecondarycomputeratthe
department’sdiscretion.
• ExistingFacultyandStaff
Existingfull-timeandselectedpart-timefacultyorstaffmemberswithcomputersthatare
fouryearsorolderwillbeplacedonacomputerreplacementlistforreviewandbeeligible
toreceiveonenewcomputerduringthesummerdeploymentperiod.
PurchasesaresubjecttoXavier’scomputerspecificationsofcurrentlydeployedmodels.
DeviationfromthestandardcomputerconfigurationwillrequireapprovalbyInformation
Technologiesandmayrequirebudgetaryenhancementsfromtheorderingdepartment.
• NewlyCreatedPositions
Newlycreatedpositionsareeligibletoreceiveonenewcomputerwhenthenewhire
arrivesoncampus.PurchasesaresubjecttoXaviercomputerspecificationsofcurrently
deployedmodels.Deviationfromthestandardcomputerconfigurationwillrequire
approvalbynewemployee’ssupervisorandreviewwithInformationTechnologies.This
mayrequirebudgetaryenhancementsfromtheorderingdepartment’soperatingfunds.
Computersfornewfull-timefacultyandstaffwillbeorderedanddeployedaftera
supervisorfillsouttheEmployeeTechnologyRequestForm,aspartofthehiringprocess.
• NewHiresintoExistingPositions
Whenapositionisvacated,anycomputer,printer,andotherperiphery(the“Technology”)
thatwasassignedtothatvacatingindividualwillbereturnedtoInformationTechnologies
sothattheTechnologycanbepreparedforthenextuser.Whenanewhirefillsavacated
position,thenewhirewillassumetheTechnologyusedforthatposition.Thecomputerwill
berefreshedonceitreachesitsfour-yearendoflife.
• AdjunctFaculty
Adjunctfacultywillnotbesuppliedwiththeirowncomputer.Sharedsystemsareavailable
withineachdepartmentfortheiruse.Additionally,Xavierlicensedsoftwarecanbe
obtainedthroughaVirtualDesktopavailablebothon-oroff-campus.
• ServiceDesksandOtherCriticalServiceWorkstations
Somedepartmentsmaintainaservicedeskthatiscontinuallystaffedduringnormal
businesshours,orhaveadditionalworkstationsforspecializedequipmentcriticaltothe
department’sfunctions.Computersassociatedwithservicedeskswillbeplacedona
computerreplacementlistforreview.
• StudentEmployeesandOtherComputerNeeds
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•
Currently,thereisnocentralITbudgetforreplacingstudentemployeecomputerswithnew
units.Acomputercanberequestedforstudentemployeepositionsiftheyareneeded.A
computerwillbeprovidedthatisoperablewithsupportedoperatingsystemsandsoftware,
butwillnotbeincludedintheITreplacementcycleasdefined..Alternatively,student
employeescanusetheirowncomputers,connectingtothevirtualdesktopforXavier
specificsoftwareandaccessrequirements.Additionalcomputingneedswillbeatthe
department'sexpensetoprovide.
IThardwarePurchaseswithGrantFundsorOne-TimeProjectFunds
WhenIThardwarethatwasinitiallyacquiredwithgrantorone-timeprojectfundsreaches
itsfour-yearlifecycle,thisequipmentwillnotbereplacedaspartofthisprogram.TheIT
hardwarewillneedtobereplacedbythedepartmentifitisstillneeded.
C. PROCEDURES
ComputerRefreshProcedure
Departmentheadswillbecontactedwithalistofcomputersintheirareathatareeligiblefor
refresh.AnyonethatcurrentlyhasaPCdesktop/laptop,andisrequestingtoswitchtoaMac,
mustbeapprovedbyboth1)hisorherdepartmentheadand2)theAssociateProvostfor
InformationTechnologies.Anyonerequestingalaptopshouldbeabletodemonstratetheneed
forcomputingwithmobilityneeds(i.e.classroom,meeting,off-siteuse).
EquipmentSelection
Thestandardconfigurationsincludebothdesktopandlaptop(standardandlightweight)
models.InformationTechnologiesprovidesfullsupportforboth.Thefollowingguidelines
shouldbeusedtoassistinthechoiceofequipment:
• Thestandarddesktopisintendedforgeneralofficeproductivity,suchasword
processing,spreadsheetcreating,electronicmessaging,andwebbrowsing.
Thus,makingthestandarddesktopsuitableformoststaffofficeneeds.
• Thelaptopconfiguration(MacintoshorPC)combinesbasicofficeproductivitywith
portability.Thestandardlaptopconfigurationissuitableforfacultyandstaffwho
intendtousethecomputerintheclassroom,orforanyemployeewhofrequently
needscomputersduringmeetings,worksfromhome,travelsfortheUniversity,etc.
Departmentheadsmustendorseemployeeswhowishtohavealaptopbaseduponjob
requirements,mobileneeds,andusecases.
Thedepartmentisresponsibleforanydifferenceincostbetweenthestandardmodelset
byInformationTechnologiesandrequestedupgrades/notstandardperipherals.
Peripheralsandotherequipment
Thisprogramdoesnotincluderegularreplacementofprintersorotherperipherals(including
monitorswirelesskeyboard/mouse,localprinters,dockingstation,laptopbags,stereo
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speakers,etc.).Thereplacementandupdatingoftheseperipheralsaretobepaidforbythe
individualdepartmentsunlesstheseitemsfailduringtheirusablelife.CopiersandmultifunctiondevicesareprovidedthroughtheAuxiliaryServicesdepartment,andarenotcovered
bythispolicy.
Monitorswillonlybepurchasedwithnewdesktopcomputersfornewpositions.Itisexpected
thatanyotheruserwillkeepthemonitorthatheorshehas.
OwnershipandSupport
FacultyandstaffcomputerspurchasedthroughUniversitycomputerreplacementfundsor
departmentfundsremainthepropertyoftheUniversity.Oldcomputersbeingreplacedare,
likewise,thepropertyoftheUniversityandwillberemovedfromservicewhennewcomputers
aredelivered.Onlycurrenthardwarewillbesupported.Reviewthe“TechnologyPurchasing
andDisposalPolicy”forexplanation.
ReallocationofComputerswithinaDepartment
Whenadepartmentwishestoreallocateacomputerwithinthedepartment,orwhenan
employeemovesoffices,aworkordershouldbeenteredthroughtheUniversityHelpDesk
(helpdesk@xavier.edu)tohandlethisrequest.Nocomputersshouldbemovedwithina
departmentwithoutnotificationofInformationTechnologies.Allcomputersoncampusneed
tobeaccountedforandmovementbydepartmentmemberswithinadepartmentcandisrupt
thisprocess.Inorderforacomputertobeonthereplacementcycleeligiblelist,Information
Technologiesneedstoknowwhereeachcomputerisandwhothecomputerisassignedto.
RELATEDPOLICIES
TechnologyPurchasingPolicy
AcceptableUsePolicyforUniversityComputersandNetworkSystems
HRPoliciesandProceduresManual
PolicyonthePrivacyofElectronicInformation
PolicyonUserAccounts
NOTIFICATIONOFPOLICYCHANGES
The University reserves the right to change the Policy on Acceptable Use of University
Computers and Network Systems at any time. Such changes will be posted on the University
website(www.xavier.edu)andwillbecomeeffectiveuponposting.
REVIEWCYCLE
This policy will be periodically reviewed and updated as appropriate. Policies should be
reviewedatleasteverytwoyears.
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