Computer Replacement Policy
September 2004

The purpose of this memo is to clarify, revise and restate the computer replacement policy.

GUIDELINES:

1. The Division Chairs determine which faculty computers are to be replaced.   The number of computers which can be replaced annually will be announced by the Dean annually, based on the number of full-time teaching faculty in the division and the amount, in dollars, available in the fund.   The goal is to replace computers every three to four years.

2. The maximum cost per system will be set at the beginning of each academic year by consultation between the VCAA & Dean and the Director of Computing Services.   The systems (hardware only) to be purchased must meet the minimum specifications suggested by Computing Services, or be okayed by their personnel.   A system is defined as a CPU, monitor, keyboard and mouse.

3. The maximum cost per system, taken in consideration with the minimum system requirements, define a budgetary range for purchases.   If, for example, the maximum cost per system is $2,000, and a Division has been given permission to purchase ten computers, their allotment is $20,000.   This $20K can be used to purchase more than ten computers as long as they meet the minimum system requirements.   The allotment may NOT be used on anything other than computer hardware (see below).

4.    The Division Chair, in consultation with the individual faculty member, may decide to purchase specific "accessories" (e.g., drives) as part of the computer system, but the total cost per system is not to exceed the annual allocation per computer.

5. Software is not to be purchased from the Computer Replacement budget unless it is bundled with the hardware as part of a special deal.

6. A list of old systems being replaced are to be sent to Computing Services for diagnosis.   A system which is still useable and that was purchased using Division SE&E funds will be returned to the Division, unless it no longer meets minimum standards.   Units purchased with Division funds that no longer meet minimum standards must be sold at the annual auction.   A system which is still useable that was purchased using the Computer Replacement Policy funds may be reallocated within the Division.   When the unit is ultimately retired, it will be resold by Computing Services, with funds from the resale to be returned to the Computer Replacement fund.

7. The purchase will be charged to the computer replacement budget, #226-1055.

8. Annually, divisions should check with the Director of Computing Services regarding minimum specifications for systems to be purchased that year.

9. Faculty may choose a laptop computer rather than a desktop computer with the following criteria:

a. The laptop is considered a replacement of the desktop computer, and not a supplement.

b. The laptop meets the minimum system requirements.

c. The faculty member is responsible for the security and condition of the laptop if it is taken off-campus.

PROCEDURE :

1. Determine the type of computer system to be purchased.

2. Fill out Campus Purchase Order (even if computer system is being ordered on-line) and forward to Director of Computing Services for approval.   Information which must be included on the PO:

a. Part number(s)
b. Quantity of each item
c. Vendor
d. Price(s)
e. Name of faculty member whose computer is being replaced
f. Description of computer being replaced (e.g. Mac Quadra + 15" monitor)

3. If you are submitting multiple orders on a single PO, or several purchase orders (due to multiple vendors), please attach a cover letter with the following information:

In a separate entry for each faculty member, please describe:

a. The computer system being replaced
b. The computer system being purchased (all parts)
c. The price of the total replacement system

4. Director of Computing Services forwards Campus Purchase Order to the office of the VCAA & Dean for approval.   The PO is returned to the Division.

5. Division staff are responsible for placing the order and keeping all records.

6. Also, at the end of the fiscal year, please send a summary report to the Executive Secretary in the Dean's Office, and the Director of Computing Services, summarizing the following information:

a. Faculty members who received a new computer this fiscal year
b. Total price of each system
c. Total expenses charged to the computer replacement budget for this fiscal year