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I. OBJECTIVE & PURPOSE:

To define the guidelines and procedures related to maintaining E&G funded faculty and staff computers at a reasonably current level of technology. This "currency" will help ensure that all faculty and staff have acceptable access to campus network services.

II. GUIDELINE:

Definition

Currency refers to the systematic replacement of older personal computers that are connected to the campus network but are a) not adequate to provide access to all services available on the campus network or b) not adequate to support advanced needs of specific faculty or staff members.

General

Only those faculty and staff computers owned by the University and attached to and functioning on the campus network are eligible for currency replacement.

With limited exceptions, computers replaced by currency computers must be removed from service and removed from property inventory by completing a Survey Request form available from the Property Control Office . These computers will not be supported, cannot be reconnected to the network, nor placed in service on a "stand-alone" basis. The Chief Information Officer and Director, Network Systems and Security (CISO) must approve any exceptions.

The currency threshold (i.e., level of technology at which a computer is eligible for replacement) will be reviewed on an annual basis by the University Technology Committee. The committee will recommend adoption of new or modified thresholds. Thresholds will be published as appendices to this guideline.

When a given unit's/college's threshold exceeds the level used for the University in general, funds will be allocated to that unit/college for replacement computers at the same dollar level as given to other units/colleges for in the University. It is the responsibility of the unit/college to make up the difference between the allocated rate and the actual cost of the replacement computer purchased.

Currency funds are not intended as a funding source for new computers for newly allocated positions.

Laptops

Currency funds are intended for the purchase of desktop computers primarily. A dean or division head may determine that an individual faculty member, staff member, or group of faculty and/or staff is better suited to receive a laptop computer based on specific faculty assignment, specific staff duties, or in cases of technology sharing. The Chief Information Officer and Director, Network Systems and Security (CISO) must review exceptions to the desktop standard prior to purchase.

Regardless of a units decision for currency the number of computers identified through the formula to be replaced must come off the network.

Any additional costs associated with purchasing laptop computers must be funded out of the requesting unit's general budget allocation or through the use of Foundation accounts. All risks and/or other costs associated with these laptops (e.g., theft or misuse) must be borne by the purchasing unit and funded out of the unit's general operating budget or Foundation accounts.

III. PROCEDURE:

General

On an annual basis, Information Technology Services (ITS) , in consultation with the University Technology Committee, will consider University funds made available for currency and will develop a schedule of computers to be taken out of service and replaced with currency computers. This schedule will be based on a formula that will be derived annually and approved by the University Technology Committee. This schedule will take into account the need for more rapid deployment of new computers to individual faculty or staff members with advanced needs.

Information Technology Services (ITS) will take advantage of volume procurement opportunities and will negotiate with appropriate vendors to obtain quantity discounts. Information Technology Services (ITS) will initiate all purchase requisitions for currency acquisitions.

Laptops

Requests for exceptions to the desktop standard are to be forwarded by the dean or division head to the Chief Information Officer and Director, Network Systems and Security (CISO). The CISO will review the proposed purchase taking into consideration the impact of the purchase on network integrity and performance.