Difference between revisions of "Computer Replacement"

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2. The Director of Information Technology will be the final arbitrator of expenditures from the replacement budget. Input to CIT about purchase decisions will be provided by departmental and divisional administrators and the SPRITE committee. Decisions will take into account existing inventory, available budget, and justification for upgrades.
 
2. The Director of Information Technology will be the final arbitrator of expenditures from the replacement budget. Input to CIT about purchase decisions will be provided by departmental and divisional administrators and the SPRITE committee. Decisions will take into account existing inventory, available budget, and justification for upgrades.
  
Replacement computers may be requested at any time by filling out the appropriate forms, but other than for emergencies, requests are considered and filled twice a year. See http://citwiki.oberlin.edu/index.php/Staff_Computer_Requests for details and a link to the request form.
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Replacement computers may be requested at any time by filling out the appropriate forms, but other than for emergencies, requests are considered and filled twice a year. See [http://citwiki.oberlin.edu/index.php/Staff_Computer_Requests the Staff Computer Requests page] for details and a link to the request form.
  
 
Requests for small upgrades, such as additional memory, or system upgrades, may be filled at any time to CIT.
 
Requests for small upgrades, such as additional memory, or system upgrades, may be filled at any time to CIT.

Revision as of 13:51, 8 December 2015

The College has established a central budget and procedures for the regular replacement of desktop and laptop computers for faculty and staff. The budget is also intended to replace printers and some peripheral devices. This document describes the policies and process for the implementation of these upgrades, and provides information regarding how individuals should go about making their computer needs known.

Some history

In the 1997-1998 academic year, both the General Faculty Educational Technology Committee and the Information Technology Policy Committee endorsed a College-wide plan to upgrade "desktop" computers on a regular cycle. In the spring of 1999, this plan was formally funded for the 1999-2000 academic year.

Policies/guidelines for hardware replacements and upgrades

1. The replacement budget will reside within CIT budgets and "rollover" each fiscal year. Some administrative units may determine that additional equipment is needed outside of this process and may purchase hardware or software at their discretion.

2. The Director of Information Technology will be the final arbitrator of expenditures from the replacement budget. Input to CIT about purchase decisions will be provided by departmental and divisional administrators and the SPRITE committee. Decisions will take into account existing inventory, available budget, and justification for upgrades.

Replacement computers may be requested at any time by filling out the appropriate forms, but other than for emergencies, requests are considered and filled twice a year. See the Staff Computer Requests page for details and a link to the request form.

Requests for small upgrades, such as additional memory, or system upgrades, may be filled at any time to CIT.

To ensure that all upgrades funded by the replacement budget are properly accounted for and tracked, all upgrade requests need to be sent to Linda Iroff, Director of Desktop Resources using the above referenced form. She will review them in consultation with appropriate individuals and forward them to the Director of Information Technology for approval.

3. Computers are replaced when they are no longer able to perform their essential job functions. The replacement cycle averages 4 to 6 years, but budget constraints may sometimes require the average replacement timeframe to be stretched. RAM or other upgrades may be used to extend the life of a computer.

4. Standard configurations for computers will be determined on a regular basis.

The current standard Windows machines are the HP Professional desktop and laptop models; products from other Windows vendors are not provided or supported. Various models of the Apple Macintosh are also standard.

5. The central replacement budget will fund only one computer (desktop or laptop) per faculty or staff member (minimum half-time workers only). When a laptop computer is provided from the replacement budget, it will not normally include peripheral devices (external keyboard, monitor, mouse, docking station, extra batteries, etc.); however an external hard drive will be provided for Macs for Time Machine backup. A carrying case will be provided for laptops.

6. Networked printers will be provided for shared use in a department. Printers, scanners and similar equipment will not normally be provided for individuals. Where a department is serviced by a networked multi-function printer/copier/scanner, a networked printer will not be provided.

7. Centralized backup computers and software will not be funded by this budget.

8. Equipment purchased or replaced by the replacement budget is the property of the institution, not of the department or individual, and may be reassigned by CIT as needed. If the department wishes to keep the old equipment for other uses, a request must be made in writing.

9. There may be some "trickle down" machines used in faculty and staff offices. In some cases older machines may also be used for student employees or other uses, but they will not be considered as part of the 4-year replacement cycle and may not be fully supported by CIT.

10. Both departmental and public student labs will be upgraded every 3 to 6 years, as determined by need and budget. CIT will determine these upgrades in consultation with the GF Educational Technology Committee and users (students, faculty, and staff) of the facilities.


Policies/guidelines for software provisions and upgrades

1. Standard software configurations will be determined, modified, and publicized on a regular basis. Each faculty/staff workstation, either desktop or laptop, will be provided the standard configuration at the time of installation. Upgrades to the standard software may be requested when appropriate.

The current configuration includes the Microsoft Office Suite for Macs and PCs, Apple iWork and iLife for Macs, virus detection software, web browser and other appropriate network utilities.

2. Faculty who need specialized curricular or research software installed on their computers should make these needs known at the time of their request, with explanation. These requests are considered on a case-by-case basis, in consultation with the appropriate Associate Dean. The replacement budget will fund these purchases only when funding permits. Expensive and/or limited use software should be purchased using other budgetary sources.