OIT-Sponsored PCs

Last update: December 2009

In an effort to upgrade the current technology on campus for the betterment of ETSU as a whole and reduce the total cost of ownership (TCO), the Office of Information Technology will have available a limited number of computers to dispense. This program began in the spring semester of 2004. These computers will only be dispersed in two major yearly projects:

1. Installation for new-position employees that will start in the fall semester of each fiscal year.

2. Replacements for any computer that will run out of warranty by June 30 of the fiscal year and the employment position meets eligibility rules.

There will be an option of one of at least three different configurations for each platform (PC/Mac). Any of the pre-defined upgrades selected will result in the department being charged for the difference between the base model (“Level 1”) and the model selected.  OIT “sponsors” the cost of the “base level” or “Level 1” computer for eligible employment positions.

New faculty installs project

1. Eligibility Criteria:

    1. Position must be a NEW, full-time, permanent assignment (a NEW position number assigned via Human Resources).

    2. Position primary assignment must be to a unrestricted index / org.

    3. Only one computer per person will be allowed.  Split assignments are not considered as being eligible for a new computer each.

Data gathering by OIT will begin in May, with deadlines to be defined at that time.  OIT will communicate via email with the deans and vice-presidents, who will then be responsible for disseminating the information to the departments under their supervision.  OIT is not responsible for contacting every department during the initial communication. Installations will occur after August 1 but before the beginning of fall classes.

OIT will verify all new line positions with Human Resources and/or the College of Medicine before a computer is ordered.

2. Exclusions

Adjunct Faculty, Auxiliary Services, Family Medicine/Family Practice personnel, College of Pharmacy personnel, positions assigned to restricted index / org, student workers, or graduate assistants will NOT be eligible under this policy.  Eligibility of Physical Plant employees will be evaluated on an individual basis, based on job requirements. Exceptions are not granted.

3. Purpose

The purpose of this project is to provide a computer for those full time, permanent employee positions that currently have no computer available.  OIT will purchase and maintain the computers.  Each OIT-Sponsored computer will be tagged with a special label to indicate it as such.  Printers are not provided.  Laptops are not provided.

OIT will purchase and maintain the computers. They will remain on OIT’s inventory.  These computers will be available for a 4-year time period.  At the end of that time, should OIT not be able to continue with sponsoring this project, the department MUST take this into consideration when developing their budgets.  These computers will be surplused at the end of the 4 year time period.  Surplused OIT-Sponsored computers must retain all original configuration hardware (memory, same monitor(s), optical drives, same size hard drive, video card, etc.)

In receiving OIT-Sponsored computers, a department should make budgetary allocations to provide equipment for those positions not eligible under this policy.

4. Standard Software Configurations

A basic software image will be installed on each of the computers as they arrive on campus.  OIT will be charged with supporting these software applications on all desktops and laptops.

Any exceptions to the software configuration will be considered on an individual basis, and should be in direct support of your status as an employee.

5. Network Connectivity

Functional network connections must be available prior to any new computer installation.

Replacements project

1.     Eligibility Criteria

    1. Position using the computer must be a full-time, permanent                 assignment.

    2. Position primary assignment must be to a unrestricted index / org.

    3. Position must relinquish their existing computer for surplus.  No exceptions and no “trickle-downs” are allowed under this policy. Current computer may be an OIT-Sponsored one, or it may have been a department-purchased or bought with grant funds.  Any situation will require relinquishing the system.

    4. Only one computer per person will be allowed.  Split assignments are not considered as being eligible for a new computer for each assignment.


Data gathering by OIT will begin in late November or early December, with deadlines to be defined at that time.  OIT will communicate via email with the deans and vice-presidents, who will then be responsible for disseminating the information to the departments under their supervision. OIT is not responsible for contacting every department during the initial communication. Installations will occur in the spring semester at a time defined by OIT.  Installation will occur in the defined order, no “skipping” will occur due to the nature of the project and availability of resources.

2.     Exceptions

    1. Full-time, permanent THEC employees are exempt from the criteria.

   

    OIT-Sponsored Computer Policy Related to Post-Retirees

ETSU is committed to providing a computer for faculty participating in post-retirement service.  When a faculty member begins post-retirement service, he or she is assigned to a group position number according to policy.  The former position number is either retained, reassigned, or deleted.  The purpose of this document is to address issues regarding computers for post-retirees and for individuals who may be hired into positions they vacate.

    Providing Computers for Post-Retirees

    Faculty will retain the OIT-Sponsored computer that had been assigned to their position before they began their post-retirement service. If the faculty’s computer is due for replacement the same semester he or she begins post-retirement (applies to spring semesters only) OIT will replace it with a new computer.  The justification is that orders for replacements are taken during the fall semester and the faculty met the full-time status requirement at that time.

Except for the instance above, a post-retiree’s computer will no longer be included in OIT’s Replacement Project once the post-retirement service begins.  The post-retiree will retain the same computer for the length of their post-retirement service.  OIT will provide support for the computer through its 6th year of service, but after that point, the department will be responsible for any service or repairs.

Providing Computers for Positions Post-Retirees Vacate

Positions vacated by post-retirees will receive new computers once filled as part of OIT’s New Faculty Installs Project.  Funding for these computers will come directly from the post-retiree’s budget.  This budget contains the faculty’s post-retirement salary, insurance supplement, and replacement cost for a new, base level, computer.  These funds are placed in the temporary faculty account of the appropriate index indicated at the time the post-retirement service agreement is negotiated. The computer replacement portion will remain in the budget until expended or until the post-retirement agreement is terminated.  Although these computers will not be purchased with OIT funds, they will still be OIT-Sponsored computers and included in OIT’s Replacement Project every four years.

3. Exclusions

Adjunct Faculty, Auxiliary Services, Family Medicine/Family Practice personnel, College of Pharmacy personnel, positions assigned to restricted index / org, student workers, or graduate assistants will NOT be eligible under this policy.  Eligibility of Physical Plant employees will be evaluated on an individual basis, based on job requirements. Exceptions are not granted.

4. Purpose

The purpose of this project is to bring into line those full time, permanent employees that are currently using less-than-adequate computer technology in the course of their job duties.  OIT will purchase and maintain the computers.  Each OIT-Sponsored computer will be tagged with a special label to indicate it as such.

OIT will purchase and maintain the computers. They will remain on OIT’s inventory.  These computers will be available for a 4-year time period.  At the end of that time, should OIT not be able to continue with sponsoring this project, the department MUST take this into consideration when developing their budgets.  These computers will be surplused at the end of the 4 year time period.  Surplused OIT-Sponsored computers must retain all original configuration hardware (memory, same monitor(s), optical drives, same size hard drive, video card, etc.)

Once a computer is removed, it will NOT be available again.  It is the responsibility of the user to ensure that ALL eligible data is located in a central location.  More information will be provided to the recipient beforehand with enough time allowed for them to prepare.

In receiving OIT-Sponsored computers, a department should make budgetary allocations to provide equipment for those positions not eligible under this policy.

5. Standard Software Configurations

A basic software image will be installed on each of the computers as they arrive on campus.  OIT will be charged with supporting these software applications on all desktops and laptops.

Any exceptions to the software configuration will be considered on an individual basis, and should be in direct support of your status as an employee.

6. Network Connectivity

Functional network connections must be available prior to any new computer installation.

Reclamations
OIT reserves the right to retain a portion of the surplused computers for parts inventory.
If a position is eliminated, OIT will reclaim and re-assign  the computer formerly used by that employee position.  Refunds are not made on any upgrade charges applied to the department’s account at installation.  It is the responsibility of the employee and/or department to inform OIT when the position is eliminated or has not been filled within 6 months of receiving the computer intended for that position.

Purchases
OIT will work with any department that wishes to purchase one of the standard configurations during the bulk purchase in order to save money and provide equipment for those positions not eligible to receive one under this policy.

PASTA
With the exception of the small percentage of surplused computers retained by OIT for parts, all computers surplused during a replacement project will be given to the PASTA program.  They are wiped clean, refurbished, tested and provided to local K-12 schools.  For more information, please see information on the PASTA program.  No computer surplused to PASTA will be moved out and put back into production at ETSU.
This procedure is an option available to ETSU under TBR policy for managing the disposal of surplused equipment.

Examples

While not exhaustive, the following examples should illustrate the purpose, intent and process of this policy.  Any questions or clarification needs should be directed to OIT at 439-4OIT or .

1)      A Department purchases a new computer for the chair.  His current one is still under OIT support (less than 6 years old), and he would like to have it set up for the adjuncts.  His computer was supplied via the OIT-Sponsored Computers program.  This is NOT allowable under the OIT-Sponsored Computers policy.  Those computers are provided for employment POSITIONS, not people and not a department. They are not transferable to another position, except under extreme circumstances as determined by OIT or the Vice-President for Finance and Administration.  In this situation, the computer MUST be assigned to a full time, permanent position that currently has no computer, or it will be reclaimed by OIT.

2)      A Department lost a faculty member and the position remained open for several months.  Upon filling with a new person, the department requested that the OIT-Sponsored computer remain available for use by adjunct faculty, and a new one be provided by OIT in the new faculty installs project. This is NOT allowable under the OIT-Sponsored Computers policy.  Those computers are provided for employment POSITIONS.  As such, the one in use by adjuncts MUST be made available for the faculty member’s position, and the department will be responsible for providing equipment to the adjuncts.

3)      A department purchased a computer with grant funds, and wishes to keep it once an OIT-Sponsored computer is available.  This is NOT allowed under the program.  Regardless of origin, in order to receive an OIT-Sponsored computer, the existing one must be relinquished.

4)     A department is eligible to receive an OIT-Sponsored replacement computer for a faculty member.  They wish to keep her current one for student workers, and relinquish one that is not in use. This is NOT allowed under the program.  No trickle-downs are performed, and the computer being replaced must be relinquished. It’s a one-to-one situation.  OIT takes what is being used, and leaves a new one.  No “shuffling” or cascading is allowed.

5)     A department purchased memory upgrades and larger monitors for the OIT-Sponsored computers they have been using.  When those are to be replaced, they wish to retain their memory and larger monitors.  This is allowed under the program.  It is the department’s responsibility to inform OIT of any such situations before installation occurs. Surplused OIT-Sponsored computers must retain all original configuration hardware (memory, same monitor(s), optical drives, same size hard drive, video card, etc.)