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ROWAN UNIVERSITY POLICY


Title: Employee Computer Trade-in Cycle Policy
(policy previously named: Computer Replacement & Support Policy)
Subject:  Information Resources Technology
Policy No: IT 2018:01 
Applies: All Rowan Campuses
Issuing Authority:
Responsible Office: Senior Vice President and Chief Information Officer
Adopted: 2015
Last Revision: 5/23/2018
Last Reviewed: 06/18/2018


I.   PURPOSE 

  1. Assure that appropriate computing resources are available to computing facilities, classrooms, and faculty and staff to support the mission of the University. 
  2. Assure that all Rowan constituencies who use computing resources have a computer of sufficient capability to fulfill their responsibilities to the University.
  3. Implement minimum standards for computing on campus.
  4. Encourage planning, cost-effective installation of new equipment, and disposal of old equipment.
  5. 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 implement and ensure compliance with this policy.

III.   APPLICABILITY

This policy applies to Rowan employees located on all Rowan locations.


IV.   DEFINITIONS

  1. Trade-in Cycle: the frequency with which Rowan-owned and supported computers will be replaced. Constitutes a complete lifecycle for a Rowan-owned and supported device from acquisition to disposal. 
  2. Standard Hardware: a supported computer configuration as designated by Information Resources and Technology.
  3. University Funds: all University funding sources, including, but not limited to, operational budgets, capital budgets, and grants. These funding sources do not include the use of the Student Technology Fee.
  4. Device: Technology hardware that contains or can access University resources or data.

 V.    POLICY

  1. Hardware Standards
    1. Hardware standards (refer to Addendum to Employee Trade-in Cycle Policy, Specifications of Computers to be purchased) are based on the current technology available, combined with the current needs of the end user. The primary considerations for each standard (desktop, printing, portable computing) are:
      1. Ease of connectivity to the University network
      2. Consistent performance of all integrated components 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 warrantee
      7. Expected to perform to customer requirements for a full life cycle of five years
  2. Number of devices
    1. Faculty and staff may not have assigned to them more than one computer and one approved additional device such as a tablet or phone from University funds.   Only these standard machines are paid for by trade-in cycle funding.  Additional machines for research may be purchased from departmental funding with the endorsement of the faculty member’s Dean.   All devices must authenticate with Rowan University systems monthly to ensure compliance with all Rowan University technology policies unless special permission has been given by the Dean and the Information Security Office.  All additional purchases must be approved for acquisition under the Information Technology Acquisition Policy (ITAP).
  3. Asset Management, Inventory, and Tracking
    1. All purchased computers and associated assets are recorded in to the asset management database by IRT. Asset data is stored for the lifecycle of the computer.
  4. Trade-in Eligibility for Full Time Staff and Faculty
    1. Existing Staff 
      1. Existing full-time staff are eligible to receive a new Windows Desktop every five years. Purchases are subject to Rowan hardware standards (refer to Addendum to Employee Trade-in Cycle Policy, Specifications of Computers to be purchased). The number of new computers ordered corresponds directly to the budget allotted for such purchases. See Support Configurations for configuration options.
      2. Each trade-in cycle, a computer is assigned to the position. If a new staff member is replacing someone in an existing position with an existing trade-in-cycle-eligible computer, the computer stays with that position and remains on its original trade-in cycle. Information Resources & Technology 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.
    2. Existing full-time faculty
      1. Existing full-time faculty are eligible to receive a new Windows Desktop every four years. Purchases are subject to Rowan hardware standards (refer to Addendum to Employee Trade-in Cycle Policy, Specifications of Computers to be purchased). The number of new computers ordered corresponds directly to the budget allotted for such purchases. See Support Configurations for configuration options.
  5. Computers for new positions
    1. New Full-Time Staff Positions
      1. IRT does not provide a computer to new staff positions.  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.  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.
    2. New Faculty Positions
      1. New full-time tenure-track faculty are eligible to receive one new Windows Desktop when they arrive on campus. The number and specifications of new computers ordered corresponds directly to the budget allotted for such purchases. New faculty computer appropriation takes precedence over existing faculty and staff computer appropriation.
  6. Trade-in Cycle Timeline
    1. Staff
      1. December – January
        1. Prepare staff trade-in cycle list
      2. February – March
        1. Place order for the number of expected machines to be traded-in
      3. March – May
        1. Deliver staff trade-in cycle computers
    2. Faculty
      1. June
        1. Review and collate list of faculty trade-in computers for the next academic year. 
      2. July
        1. 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
        1. Contact and review new faculty orders. Orders will be processed and delivered from existing inventory.
      4. October
        1. Replenish inventory based on number of computers used for new faculty orders.
      5. November
        1. Contact existing faculty to begin the ordering process for their trade-in computers.
      6. December – January
        1. Deliver existing faculty trade-in computers
    3. 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.
    4. IRT will assist all faculty and staff with moving data to their new computers.
  7. Non-Full-Time Staff or Faculty
    1. The purchase of computers for non-full-time or additional staff or faculty (including adjunct faculty, part-time employees and student employees) is the responsibility of their respective departments. Computer requests for configurations that deviate from Rowan standards in any way require approval under the Information Technology Acquisition Policy and may not be supported by IRT.
    2. Purchase of computers from departmental operating budgets for full-time tenure-track faculty is discouraged. IRT should be consulted on computer purchases in order to provide a compatible computing environment at Rowan. Computers purchased with departmental funds, grants, special one-time funding and computers that are an integral part of a piece of scientific equipment or are used primarily for research purposes will be supported by IRT with IRT Technology Acquisition Policy approval as long as they stay compliant with University computing policies. All University policies apply to all technology purchases.
  8. 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.
  9. Ownership and Custody
    1. All computers purchased through Rowan computer trade-in funds remain the property of Rowan University. See “Rowan University Device Ownership Policy” for more information. In this way, devices are for use at Rowan University only and are not permitted to leave the campus for home or other use (unless the computer is a laptop). Laptops are for official University business only. Traded-in computers 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 computers will be provided at the time that the computer that is being replaced is returned to IRT. 
    2. Devices must be returned to IRT when an employee leaves Rowan.
  10. Supported Computers
    1. Full-time administration and staff are eligible to receive a Windows Desktop computer subject to Rowan University computer specifications. 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, is the responsibility of the department. (See Addendum to Employee Trade-in Cycle Policy, Specifications of Computers to be purchased.)
    2. Faculty will have a choice of machine among three possible Rowan-supported configurations: one desktop configuration and two laptop configurations. Faculty will have a choice of one device from these configurations. The laptop configurations available are designated as standard and research. The standard configuration will be state-of-practice and will meet the needs of most faculty members. The research configuration will expand on the capabilities of the standard model. In order to be eligible for the research standard, faculty must provide a business case to IRT along with written approval from the Dean of their respective college.
    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 Addendum to Employee Trade-in Cycle Policy, Specifications of Computers to be purchased for IRT supported computers for research. Refer to Rowan University Research Computing Policy for more information on research computers.
    4. The trade-in cycle program does not provide trade-ins for lost or destroyed laptops. Faculty should take the necessary precautions when using laptop computers:
      1. Never leave your laptop unattended.
      2. Secure your laptop in your office.
      3. Don’t store laptop computers in overhead compartments on airplanes.
      4. Don’t eat or drink while computing.
      5. Don’t press against a laptop computer screen.
      6. Don’t drop your computer!
  11. Exclusions and Custom Configurations
    1. All computers offered by Rowan University as trade-in computers are high-end and state-of-practice. Therefore, the trade-in cycle program does not provide custom configuration computers, including Apple computers.
    2. 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 Addendum to Employee Trade-in Cycle Policy, Departments Receiving an exemption for Apple computers). 
    3. IRT does not support any computer of six years of age or older. IRT cannot support discontinued technologies, e.g. parallel connections, serial connections, floppy drives, etc. Faculty requiring legacy technology for specific needs should provide their requirements to IRT.
  12. Unsupported Custom-Configuration Computers
    1. All computers offered by Rowan University as trade-in computers are high-end and state-of-practice. 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 the Information Technology Acquisition Policy. Custom configuration computers may not be supported by IRT.
  13. Computer Warranties
    1. All computers purchased by the Rowan University Trade-in Cycle come with a four year warranty.  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. The department is responsible for any costs due to damage outside of normal wear and tear.
  14. Accessories
    1. IRT does not supply any accessories for trade-in computers. These accessories include items such as docking stations, printers, wireless keyboards/mice, batteries, carrying cases and adaptors. Any accessories should be purchased by the department from University funds (see rowan.edu/irt for methods of purchase and consulting on compatibility and security).
  15. Asset Management, Inventory, and Tracking
    1. All purchased computers and associated assets are recorded into the asset management database. Asset data is stored for the lifecycle of the computer.
  16. 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. (i.e., 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.
  17. Reallocation of Computers within a Department
    1. Staff computers allocated through trade-in cycle are assigned to a position within a department. Departments cannot reassign a computer to a different position. If a department reassigns a computer to a position other than the position assigned, the computer will be removed from the trade-in cycle.
    2. No computer should be reassigned within a department without notifying IRT.
    3. 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 reallocates it to a full-time employee.
  18. 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.
  19. Unsupported Personal Computers
    1. IRT does not support or service personal (non-Rowan issued) computers and, therefore, does not replace them.
  20. Computer Security
    1. 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. Policy on the Transmission of Sensitive Information (including PHI or PII)
      10. Protocol for Responding to Security Breaches of Sensitive Information (including PHI and PII)
  21. Encryption
    1. All computers are encrypted according to Rowan Information Security Office (ISO) encryption policies.
    2. All encrypted computers will encrypt USB drives (with data).
  22. 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. CDRW (re-writable CD), LAN storage (H drive), and USB Flash (Keychain) drives are more portable and scalable solutions.



Rowan University Policy Addendum I


Title: Addendum to Employee Computer Trade-in Cycle Policy, Departments Receiving an exemption for Apple computers
Subject:  Information Technology
Policy No:
Applies:  Glassboro Campus
Issuing Authority:
Responsible Office:  Vice President and Chief Information Officer, Provost
Adopted:
Last Revision: 10/6/2017
Last Reviewed: 

I.   Purpose

The purpose of this addendum is to identify departments, that based on academic need, will be provided with Apple computers as part of Faculty Trade-in Cycle. 

II.  Policy

As stated in the Employee Trade-in Cycle Policy all faculty will have a choice of standard or research grade Windows-based computers (see Employee Computer Trade-in Cycle Policy for qualifications). An exception will be granted for compatible Apple products to the following academic departments due to the nature of their respective curricula:

  1. Art
  2. Music
  3. Radio, Television, Film


  Rowan University Policy Addendum II


Title: Addendum to Employee Trade-in Cycle Policy, Specifications of Computers to be purchased.
Subject:  Information Technology
Policy No:
Applies:  Glassboro Campus
Issuing Authority:
Responsible Office:  Vice President and Chief Information Officer, Provost
Adopted:
Last Revision: 10/6/2017
Last Reviewed: 06/18/18

I.  Purpose

The purpose of this addendum is to define the specifications of computers to be purchased as part of Employee Trade-in Cycle. These models will change given supplier availability.

II.   Policy

The following computers will be purchased for the 2019 Academic Year Trade-in Cycle.

  1. Standard Laptop
    • Lenovo X1 Carbon 5th Generation
    • Processor: Intel Core i5-7300U Processor ( 2.60GHz 2133MHz 3MB )
    • Hard Drive: 256GB SSD PCIe
    • Graphics: Intel HD Graphics 620
    • Warranty: Four year Depot or Carry-in
    • Memory: 8.0GB LPDDR3-1866 LPDDR3 Soldered 1866MHz
    • Operating System: Windows 10 Home 64
    • Bluetooth: Bluetooth Version 4.1
  2. Research Laptop
    • Lenovo X1 Carbon 5th Generation
    • Processor: Intel Core i7-7600U Processor (4MB Cache, up to 3.90GHz)
    • Hard Drive: 512 GB Solid State Drive, PCIe-NVMe OPAL2.0
    • Graphics: Intel HD Graphics 620
    • Warranty: Four year Depot or Carry-in
    • Memory: 16GB LPDDR3 1866
    • Operating System: Windows 10 Home 64
    • Bluetooth: Bluetooth Version 4.1
  3. Apple Laptop
    • Apple Laptops will only be provided to the faculty in the departments receiving exemptions (see Addendum to Employee Trade-in Cycle Policy, Departments Receiving an exemption for Apple computers). 
    • Touch Bar and Touch ID
    • 2.9GHz Processor
    • 512GB Storage
    • 2.9GHz quad-core 7th-generation Intel Core i7 processor
    • Turbo Boost up to 3.9GHz
    • 16GB 2133MHz LPDDR3 memory
    • 512GB SSD storage1
    • Radeon Pro 560 with 4GB memory
    • Four Thunderbolt 3 ports
    • Touch Bar and Touch ID


  By Direction of the CIO:



__________________________________
Mira Lalovic-Hand,
VP and Chief Information Officer

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