ROWAN UNIVERSITY POLICY

Title: Employee Computer Trade-in Cycle Policy
Subject: Information Resources and Technology
Policy No: IRT:2018:02
Applies: University-Wide
Issuing Authority: Senior Vice President for Information Resources and Technology and Chief Information Officer
Responsible Officer: Director of Operations
Adopted: 01/05/2015
Last Revision: 04/24/2019
Last Reviewed: 04/24/2019

I. PURPOSE

This policy is intended to:

Ensure that appropriate computing resources are available to computing facilities, classrooms, and faculty and staff to support the mission of the University.
Ensure that all Rowan constituencies who use computing resources have a computer of sufficient capability to fulfill their responsibilities to the University.
Implement minimum standards for computing on campus.
Encourage planning, cost-effective installation of new computers, and disposal of old computers.
Provide required security to comply with all applicable federal, state, and local laws and regulations e.g. HIPAA, FERPA.

II. ACCOUNTABILITY

Under the direction of the President, the Chief Information Officer and the Director of Information Security shall ensure compliance with this policy. The Vice Presidents, Deans, and other members of management will implement this policy in their respective areas.

III. APPLICABILITY

This policy applies to all Rowan University employees.

IV. DEFINITIONS

Refer to Rowan University Technology Terms and Definitions for terms and definitions that are used in this policy.

V. POLICY

Hardware Specifications
1. Hardware specifications as defined in VI.1 are based on the current technology available, combined with the current needs of the end user. The primary considerations for these specifications are:
  1. Ease of connectivity to the Rowan Network
  2. Consistent performance and security of all integrated components of the computer in the Rowan Network environment
  3. Supported by a vendor who is an industry leader with an established track record in manufacturing, sales, and service
  4. Successful in-house testing performance
  5. Able to be managed consistently and remotely
  6. Includes comprehensive warranty
  7. Expected to perform to customer requirements for the full life cycle of the computer/device
Maximum Number of Computers
1. Employees can only be assigned two (2) computers. For eligible employees defined in Section V.3:
  1. The first computer is paid for by Trade-In Cycle funding from University funds.
  2. The second computer must be approved by the Department and paid for by funding from Department Funds.
2. All additional purchases must be approved for acquisition under the Information Technology Acquisition Policy (ITAP).
  1. Faculty Exceptions
    1. Additional machines for research may be purchased from departmental funding with the endorsement of a faculty member’s Dean.
  2. Staff Exceptions
    1. Due to the nature of technology and the work performed in IRT, it may be necessary for IRT employees to have more computers of a higher specification level than the designated limit to perform testing, development, etc. If an IRT employee requires additional computers, the employee’s supervisor must submit a business case to the IRT Asset Manager for review and final approval. If approved by the IRT Asset Manager:
      1. The cost of the device must come from the supervisor’s operating budget
      2. The purpose of the purchased computer will be noted in the IRT Asset database
      3. The supervisor will be listed as the owner of the device and will be responsible for updating the status of the device, including the assigned user.

Trade-In Cycle Program Eligibility

Constituency	Lenovo Desktop	Lenovo Laptop	Apple Desktop	Apple Laptop	Accessories
Full Time Tenure Track Faculty	IRT Funded	IRT Funded	Split 1	Split 1	Department Funded
Lecturers	IRT Funded	Split 2	Split 2	Split 2	Department Funded
3/4 Time Faculty	IRT Funded	Department Funded	Department Funded	Department Funded	Department Funded
Full Time Staff	IRT Funded	Department Funded	Department Funded	Department Funded	Department Funded
Adjuncts	Department Funded	Department Funded	Department Funded	Department Funded	Department Funded
Student Workers	Department Funded	Department Funded	Department Funded	Department Funded	Department Funded
Others	Department Funded	Department Funded	Department Funded	Department Funded	Department Funded

Legend:

IRT Funded	Fully Covered by IRT Trade In Funds
Split 1	IRT Covers the part of the cost equivalent to the Lenovo Computer. The remainder is covered by the Department
Split 2	IRT covers the cost equivalent to the Lenovo Desktop. The remainder is covered by the Department.
Department Funded	Fully Covered by Departmental budget

Full-Time Faculty Positions
1. New and existing full-time faculty positions are eligible to receive a new Windows computer every four (4) years. Faculty will have a choice of machine among two possible Rowan-supported configurations: one Windows desktop configuration and one Windows laptop configuration. The standard configuration will be high end, state-of-practice and will meet the needs of most faculty members. Purchases are subject to the hardware specifications as defined in VI.1. The number of new computers ordered corresponds directly to the budget allotted for such purchases.
  1. Exemptions
    1. Due to the nature of their respective curricula, full-time faculty members in the following departments may elect to receive an Apple computer as part of the Trade-In Cycle. Purchases are subject to the hardware specifications as defined in VI.1:
      1. Art
      2. Music
      3. Radio, Television, Film
Existing Full-Time Staff
1. Existing full-time staff are eligible to receive a new Windows Desktop every five (5) years. Purchases are subject to the hardware specifications as defined in VI.1. The number of new computers ordered corresponds directly to the budget allotted for such purchases. A single new monitor will be provided every other Trade-In Cycle. If a user wishes to have dual displays, the cost of the second monitor, as well as any additional equipment, such as cables, must be paid for by funding from Department Funds.
  1. Exceptions
    1. Due to the nature of technology and the work performed in IRT, it may be necessary for IRT employees to receive a computer prior to the end of the five year staff replacement cycle. If an IRT employee requires a computer to be replaced prior to five years, the employee’s supervisor must submit a business case to the IRT Asset Manager for review. The IRT Asset Manager will forward the request to the CIO for final approval.
    2. Certain staff members may require an Apple or Microsoft computer due to the nature of their work. If a staff member who requires an Apple or Microsoft computer, the employee’s supervisor must submit a business case to the IRT Asset Manager for review. The IRT Asset Manager will forward the request to the CIO for final approval. Once approved, the cost of the Apple or Microsoft device will be covered by the employee’s department using Department Funds and paid for following the Departmental Charge Authorization (DCA) process.
2. During each Trade-In Cycle, a computer is assigned to a position. If a new staff member is replacing someone in an existing position with an existing computer covered under the Trade-In Cycle-program, the computer stays with that position and remains on its original Trade-In Cycle. IRT will not replace any computer earlier than its Trade-In Cycle end date.
3. Refusal to accept a trade-in computer at the time it is due for trade-in will result in the user being removed from the Trade-In Cycle. To be placed back on the Trade-In Cycle, the user will have to purchase a machine from Department Funds. The computer will then be replaced after five years with the current standard machine.
New Full-Time Staff Positions
1. IRT does not provide a computer to a newly-created staff position. When a new position is created, it is the responsibility of the hiring department to purchase a computer for the new employee. The computer ordered should be the same as the current staff standard.
2. Departments should notify IRT at the time of ordering that this computer is for a new full-time staff position. Once IRT has been notified, this computer will be added to the Trade-In Cycle and will be scheduled for trade-in in five years.
Part-Time Positions
1. IRT does not provide a computer for new or existing part-time positions. Part-time positions include part-time staff (e.g. temporary positions, part-time employees, student employees) and part-time faculty (e.g. adjunct faculty)
2. The purchase of computers for part-time staff or part-time faculty is the responsibility of their respective departments and is not covered under the Trade-In Cycle program.

Trade-in Cycle Timeline
1. Computers that are covered under the Trade-In Program are replaced according to the following timelines by IRT:
  1. Staff
    1. December – January: Prepare staff Trade-In Cycle list
    2. February – March: Place order for the number of expected machines to be traded-in
    3. March – May: Deliver staff Trade-In Cycle computers
  2. Faculty
    1. June: Review and collate list of faculty trade-in computers for the next academic year.
    2. July: Order computers for inventory based on existing faculty data. These computers will be used to provide new faculty with their computer choices in a timely manner.
    3. August: Contact and review new faculty orders. Orders will be processed and delivered from existing inventory.
    4. October: Replenish inventory based on number of computers used for new faculty orders.
    5. November: Contact existing faculty to begin the ordering process for their trade-in computers.
    6. December – January: Deliver existing faculty trade-in computers
2. Faculty computers are purchased twice per year after current faculty computer needs are assessed and prioritized and eligible faculty are identified. This list will be collated according to estimated resources. Initial purchase will be used for new faculty hired by the University, while the second will be restocked. Orders for new computers will be scheduled according to the computer Trade-In Cycle.
Ordering and Distribution
1. IRT will order staff computers based on the number of staff eligible that fiscal year. Once computers have been configured for campus use, the identified recipients will receive an email from IRT notifying them that their machine is eligible for trade-in and that the IRT Asset Management department will set up an appointment for delivery of the computer. If the eligible staff member declines the computer, they will be removed from the Trade-In Cycle process and it will become the responsibility of the department to replace the computer.
2. Orders for non-standard computers will be placed on an as needed basis and will be delivered based on the time it takes to process the order and receive the device from the manufacturer.
Setup, Data Migration and Support
1. IRT will assist all faculty and staff with moving data to their new computers.
Ownership and Custody
1. All computers purchased through Rowan computer Trade-In Cycle funds remain the property of Rowan University and are for official University business only. See Rowan University Technology Ownership Policy for more information.
2. Unless the computer is a laptop, computers are for use at Rowan University physical locations only and are not permitted to leave the campus for home or other use.
3. Computers that are replaced as part of the Train-In Cycle are, likewise, the property of Rowan University and will be removed from service when new computers are delivered. Failure to turn in equipment that is being replaced will result in the individual being removed from the Trade-In Cycle and it will become the responsibility of the department to replace the computer. Department-replaced computers may then become eligible for trade-in based on the acquisition date of the newer computer. Trade-In Cycle computers will be provided at the time that the computer that is being replaced is returned to IRT.
Exclusions and Custom Configurations
1. All computers offered by Rowan University as Trade-In Cycle program are high-end and best in class. Therefore, the Trade-In Cycle program does not provide custom configuration computers, including Apple computers. The purchase of Apple computers or custom configurations is permitted; however, it must be funded from a departmental or grant-funded budget, or for faculty, with Provost approval. See V.3.a.i.1 and V.3.b.i.1 for exemptions.
2. Employees who request computers with computer brands or models that differ from Rowan supported computers are requesting an unsupported custom-configuration computer. Those employees must provide written approval from their Dean or division head that the college or division agrees to provide all acquisition and repair costs for that unsupported custom-configuration computer if the acquisition is approved under ITAP. Custom configuration computers may not be supported by IRT.
3. High-end computers for research or research faculty are not funded by IRT. There is no Trade-In Cycle for research computers. Refer to Rowan University Research Computing Policy for more information on research computers.
Computer Warranties
1. The Trade-In Cycle program does not provide replacement computers or trade-ins for lost or destroyed computers.
2. All Windows computers purchased by the Rowan University Trade-in Cycle come with a four (4) year warranty. All Apple computers purchased by the Rowan University Trade-in Cycle come with a three (3) year warranty.
3. Any failures outside of the manufacturer warranty are the responsibility of the person or department that the computer is assigned to and will not be covered by IRT. If a machine fails due to normal wear and tear in its fifth year of operation, IRT will make every attempt to replace the computer early or replace it with a refurbished computer. If the machine is replaced with a refurbished machine, it will maintain its position in the Trade-In Cycle.
4. The department is responsible for any costs related to warranty repair and costs due to damage outside of normal wear and tear.
Accessories
1. IRT does not supply any accessories for computers in the Trade-In Cycle program. These accessories include items such as docking stations, printers, wireless keyboards/mice, batteries, carrying cases and adaptors. Any accessories should be paid for by funding from Department Funds.
Asset Management, Inventory, and Tracking
1. All purchased computers and associated assets are recorded in to the asset management database by IRT and asset data is stored for the lifecycle of the computer.
2. IRT will perform audits of all technology assets following guidelines defined by the Technology Ownership Policy.
Separation from the University
1. If an employee separates from the University, it is the responsibility of the department supervisor or chair to collect all technology furnished to the individual by the University. (e.g., laptop, tablet, cell phone). Department supervisors should utilize the IRT Support Portal to notify IRT of the separation. IRT will collect the equipment and wipe it according to its security procedures. IRT will then re-deploy the equipment to a new employee filling that position, or another position if that position is eliminated.
Reallocation of Computers within a Department
1. No computer should be re-assigned within a department without notifying IRT.
2. Computers allocated through Trade-In Cycle are assigned to a position within a department.
3. Departments cannot reassign a computer to a different position without notifying IRT. If a department reassigns a computer to a position other than the position assigned, the computer will be removed from the Trade-In Cycle.
4. Any department-owned part-time employee computer or student employee computer is not eligible for trade-in through the Trade-In Cycle program, even if the department re-allocates it to a full-time employee.
End of Lifecycle Equipment
1. All computers replaced through the Trade-In Cycle funding program must be returned to IRT. They should not be used and will not be supported past the end of the lifecycle defined in the Workstation Use and Security Policy
Personal Computers
1. IRT does not support or service personal (non-Rowan issued) computers and, therefore, does not replace them.
Computer Security, Health Check and System Updates
1. All computers or devices must comply with the Workstation Use and Security Policy. This policy includes minimum software and hardware requirements for computers to be permitted for use, security standards to be permitted on the network, and requirements to check in to the Rowan University network to comply with applicable policies.
2. All University faculty, students, staff, temporary employees, contractors, and outside vendors who have access to University-owned or managed information through any computing system or device must adhere to all University Information Security Policies including, but not limited to the following:
  1. Acceptable Use Policy
  2. Access Control Policy
  3. Incident Management Policy
  4. Mobile Computing and Removable Media Policy
  5. Remote Access Policy
  6. Workstation Use Policy
  7. General User Password Policy
  8. Policy and Standards for Electronic Media Disposal
  9. Transmission Sensitive Information Policy
  10. Encryption Policy
File Storage and Management
1. Legacy technologies such as Floppy Drives, Zip Drives, and CD drives are no longer considered essential computer storage components. There are more economical and effective alternatives for file storage and management including Google Drive and File Server storage (e.g. H drive, O drive).

VI. ADDITIONAL INFORMATION

Computer Specifications for 2019 Academic Year Trade-In Cycle
1. Windows Computers
  1. Standard Laptop - Lenovo X1 Carbon 6th Generation
    1. Processor: Intel Core i7-7600U Processor (4MB Cache, up to 3.90GHz)
    2. Hard Drive: 512 GB Solid State Drive, PCIe-NVMe OPAL2.0
    3. Graphics: Intel HD Graphics 620
    4. Warranty: Four year Depot or Carry-in
    5. Memory: 16GB LPDDR3 1866
    6. Operating System: Windows 10 Home 64
    7. Bluetooth: Bluetooth Version 4.1
    8. Rowan 4 Year Accidental Damage Warranty
  2. Standard Desktop - Lenovo ThinkCentre M720s
    1. Processor: 8th Generation Intel Core i7-8700 (3.20GHz, up to 4.60GHz with Turbo Boost, 12MB Cache)
    2. Operating System: Windows 10 Home 64
    3. Operating System Language: Windows 10 Home 64 English
    4. Form Factor: 85% 210Watt Power supply unit
    5. Memory: 16GB (8GB + 8GB) DDR4 2666MHz
    6. Video Adapter: Integrated Intel HD Graphic card
    7. First Hard Drive: 256GB Solid State Drive, 2.5", SATA3, Opal - Capable
    8. Networking: Integrated Intel Gigabit Ethernet
    9. Rowan 4-Year Warranty
2. Apple Computers
  1. Standard Laptop - MacBook Pro (13 or 15 inch)
    1. 2.2GHz 6-core 8th-generation Intel Core i7 processor
    2. Turbo Boost up to 4.1GHz
    3. Radeon Pro 555X with 4GB of GDDR5 memory
    4. 16GB 2400MHz DDR4 memory
    5. 256GB SSD storage
    6. Retina display with True Tone
    7. Four Thunderbolt 3 ports
  2. Standard Desktop - iMac 21.5 inch
    1. 21.5-inch iMac with Retina 4K display
    2. Hide product details of 21.5-inch iMac with Retina 4K display Hardware
    3. 3.6GHz quad-core 7th-generation Intel Core i7 processor, Turbo Boost up to 4.2GHz
    4. 16GB 2400MHz DDR4
    5. 256GB SSD
    6. Radeon Pro 560 with 4GB video memory
    7. Magic Mouse 2
    8. Magic Keyboard - US English
    9. Accessory Kit

By Direction of the CIO:

Mira Lalovic-Hand,
SVP and Chief Information Officer

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Employee Computer Trade-in Cycle Policy