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Computer Purchase and Refresh Policy

This policy provides guidelines regarding the purchase, refresh and decommissioning of desktops, laptops and tablet computers at Fitchburg State University (Fitchburg State).

Scope

This policy applies to all desktops, laptops and tablet computers purchased with Fitchburg State funds or grant funds, regardless of their actual location of use.

Standardization

Fitchburg State 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

  • Only one computer per full-time faculty or staff will be refreshed.
  • 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.
  • Tablets may be purchased with VP approval but will not be refreshed with IT funds.
  • Computers or accessories lost or stolen will be replaced by the department assigned the equipment.
  • Computers with abnormal wear and tear will not be refreshed or replaced.

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. Departmental funds will be used to purchase the new system. Thereafter it will fall under the Technology department budget for refreshment.
  • All computers must be purchased with the approval of the CIO and through the CIO Office.

Refresh of Existing Systems

  • Computer systems will be refreshed within the fiscal year in which they are determined to be end-of-life.
  • Tablet computers must be purchased with departmental funds and will not be refreshed by IT.
  • The Information Technology department will maintain a website that will allow faculty and staff to determine when their equipment will be replaced.
  • 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. Any old system must be returned to the Information Technology department for disposal. Any systems stolen or lost will be replaced by departmental funds.
  • Employees shall have the following options when replacing their existing system:

    If their job requires frequent travel or mobility, they will have the option to choose:

    1. A Windows-based laptop. If desired, this may include an external monitor and a docking station. An external mouse, keyboard and laptop bag are also optional.
    2. A Mac-based laptop. If desired, this may include an external monitor. An external mouse, keyboard and laptop bag are optional.

    If their job does not require mobility, they will have the option to choose:

    1. A Windows-based desktop. This includes speakers and a monitor.
    2. A Mac-based desktop. This includes speakers and a monitor.
  • In all cases, if a Mac-based system is chosen, the employee should have a valid reason for doing so (applications require it, familiarity with the O/S, etc.) as they are generally more expensive and have poor warranties compared to Windows systems.

Lost, Damaged or Stolen Items

  • Any computers or accessories that stop functioning not due to misuse will be replaced by the Technology 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. They will not be refreshed until this occurs.

Adjunct Faculty

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

Definitions

Computer: A desktop or laptop system.

End-of-life: A time period that describes the end of a computer’s useful period. For laptops this is generally three years past date of purchase; for workstation’s this is generally four years past date of purchase.

Policy Administration

The University may restrict the use of its computers and network systems when presented with evidence of violation of University policies, or federal or state laws, or when it is necessary to do so to protect the University against potential legal liability. The University reserves the right to limit access to its information technology resources, and to remove or limit access to material stored on University technology resources.

All users are expected to conduct themselves consistent with these responsibilities. Abuse of computing privileges may subject the user to disciplinary action as established by applicable University policies.

  • Students who violate this policy may be subject to discipline and will be referred to the Office of Student Conduct, Mediation and Education.
  • Represented employees may be subject to discipline in accordance with the applicable collective bargaining agreement.
  • All others may be subject to discipline determined by the President.
 

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