ROWAN UNIVERSITY POLICY
Title: Computer Replacement and Support Policy
Subject: Information Technology
Policy No:
Applies: University-Wide
Issuing Authority:
Responsible Officer: Vice President and Chief Information Officer
Adopted:
Amended:
Last Revision: 29 Dec, 2014
I. PURPOSE
The IRT Computer Replacement and Support Policy
II. ACCOUNTABILITY
Under the direction of the President, the Chief Information Officer and the University's Chief Information Security Officer shall implement and ensure compliance with this policy. The Executive Vice President for Administration and Strategic Advancement, Provost, Vice Presidents, Deans, and other members of management will implement this policy.
III. APPLICABILITY
This policy applies to all Rowan full-time faculty members and staff.
IV. POLICY
A. Hardware Standards Computer guidelines and standards are based on the current technology available combined with the current needs of the end-user today. These apply to both the Macintosh and Windows platforms. The primary considerations for each configuration (desktop, printing, portable computing) are:
B. Replacement Eligibility for Full Time Staff and Faculty
C. Replacement Cycle
Figure 1: Computer Replacement Cycle
June
July
August
September - October
December – January
March – May
D. Ordering and Distribution
Faculty computers are purchased once per year after current faculty computer needs are assessed and prioritized and eligible faculty are identified. According to the Computer Replacement Cycle (see Figure 1), these prioritized computer replacement lists for existing faculty will be distributed to the corresponding college Dean and departments for further evaluation of need and appropriateness. This reviewed list will be collated according to estimated resource. Orders for new computers will be scheduled according to the Computer Replacement Cycle. The number of new computers ordered corresponds directly to the budget allotted for such purchases. Replaced computers are the property of Rowan University and are not available for personal or other use.
Purchase of computers from departmental operating budgets for full-time tenure-track faculty should be discouraged. The Director of Academic Technology should be consulted on computer purchases in order to provide a ubiquitous computing environment at Rowan. Computers purchased with department 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.
E. Ownership and Custody
All computers purchased through Rowan computer replacement funds remain the property of Rowan University. In this way, computers are for use at Rowan only and are not permitted to leave the campus for home or other use (unless the computer is a laptop). Replaced computers are, likewise, the property of Rowan and will be removed from service when new computers are delivered. We do not support legacy computers.
*Faculty may request to keep their old computers for one year for legacy compatibility only. Legacy technologies are not supported by Rowan. Additionally, replaced computers cannot be taken off campus. See "Policy for Retention of Computers More than 5 Years Old" for explanation.
F. Supported Computers
Laptops
Laptop computers are the responsibility of the faculty member. Academic Technology does not provide funds to replace lost or stolen laptops. Faculty should take the necessary precautions when using laptop computers:
G. Non-Inventory Special Order Computers
All computers offered by Rowan University as replacement computers are high-end and state-of-practice. Staff or faculty who request computers with specifications that differ from Rowan supported computers (same brand, different model or configurations) require all costs to be recompensed by that department with an $100 processing and imaging fee.
H. Unsupported Special Order Computers
All computers offered by Rowan University as replacement computers are high-end and state-of-practice. Staff or faculty who request computers with computer brands or models that differ from Rowan supported computers require all costs to be recompensed by that department pending approval by the IRT Technology Acquisition Policy. Unsupported special order computers may not be supported by IRT.
I. Asset Management, Inventory, and Tracking
All purchased computers and associated assets are recorded into the asset management database. Asset data is stored for the lifecycle of the computer.
J. Reallocation of Computers Within a Department
Staff computers are assigned to a position within a department. When a department wishes to reallocate a computer within the department, a work order should be entered through the Rowan University Support Desk. No computer should be moved within a department without notifying IRT.
If a part time or student employee machine is reallocated in the department to a full-time employee without notification, the unit will not be eligible for replacement through the replacement cycle program.
K. Unsupported Existing Computers
When a computer is replaced through the Information Resources Replacement Cycle Funding program, the existing computer is taken back to the Network and Systems Services workshop for disposal. If the department requests the existing computer be kept for use by a student worker or part time employee other than an adjunct faculty member then the system becomes an Unsupported Workstation. No calls can be places to the NSS Support Desk nor will be serviced by a workshop field technician. The procedure for keeping an Unsupported Workstation is as follows:
L. Encryption
All computers are encrypted according to Rowan encryption policies.
M. File Storage and Management
Legacy technologies such as floppy drives and Zip 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.
N. Legacy Technology
Every attempt will be made to provide essential legacy technologies when necessary to support continuity or transitioning of computing at Rowan. Faculty requiring legacy technology for specific needs should provide their requirements to Academic Technology.
By Direction of the CIO:
__________________________________
Mira Lalovic-Hand,
VP and Chief Information Officer