ComputerReplacementPolicy_003 by StarBoy

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									University of Wisconsin-Parkside Computer Replacement Policy

Principles: 1. The UW-Parkside Computer Replacement Program assists in providing office computers for 102 funded employees. A. Excluded from the program are adjuncts, individuals whose salaries are exclusively funded with non-102 funds and individuals with little need for their own computer (e.g. some physical plant employees). UW System Financial & Administrative Policy 43 http://www.uwsa.edu/fadmin/fppp/fppp43.htm IV.7 notes that auxiliary enterprises should accumulate sufficient reserve funds to ensure that their equipment can be maintained or replaced. B. Individuals whose salaries are jointly funded by multiple budgets (e.g. 128, 136, and 144) will have their computers funded by the percentage of 102 monies supporting their salary, as presented in the current year’s Blue Book. C. Computers are awarded to individual employees and not to work units (e.g. a Check out desk computer for the Library will not be supplied). D. An employee must be full-time in order to receive a computer fully funded by the program. Computers for part-time employees are funded in the same ratio as hours the employee works to full-time. The employing department/unit pays the remaining cost. 2. Departments/units wishing to purchase computers above the base configuration must pay the additional costs. 3. The employee receiving a replacement computer must in turn surrender the computer that is being replaced. Surrendered computers become “trickle-downs” and are distributed to other users on an “as needed” basis. All UWP employees, including part-time, non-102 funded, and LTE employees are eligible to receive trickle downs. 4. The base configuration computer will be determined annually by the Technology Advisory Committee. 5. Application software, printers, scanners, and other peripherals are not covered by the Computer Replacement Program. 6. Laptops will be awarded on a limited basis because they are more easily damaged, their warranty periods are somewhat shorter than desktops, and the units typically do not reach the “trickle-down” stage. Technical staff also has more limited capacity to open the body of a laptop to perform specific repairs. A. Individuals wishing to receive laptop computers instead of desktops must document their job related computing requirements with respect to the following:
Form Last Updated: 10/04/06 Form ID: CTS21 – Version 1

University of Wisconsin-Parkside Computer Replacement Policy   Percent of time their job function requires computer access and use. Percent of time their computer access related job functions must be performed remotely rather than at their local office location. (This would include locally around the UW Parkside Campus buildings and offices, anywhere in or out of state they are required to travel on University business as well as work duties performed after regular hour’s weekdays, weekends at home or on the road). Level and nature of remote access to files, documents and applications other than email their job functions require. Explanation of how assignment of a laptop computer will enhance their ability to perform their job duties and improve their productivity, responsiveness and support to students, faculty and/or staff.

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B. Individuals receiving laptops will sign a written statement accepting financial responsibility for any damage or loss (beyond normal wear and tear) to their assigned laptop. C. Individuals receiving laptops will surrender their desktop computer, which will become a trickle-down. 7. Macintosh computers will be awarded on a limited basis because they are more expensive, have much more restrictive warranty periods than desktops, and the units typically do not reach the “trickle-down” stage. Technical staff also has more limited capacity and skills to perform specific repairs. A. Individuals wishing to receive Macintosh computers instead of PC desktops must document their job related computing requirements with respect to the following:  Software requirements for their discipline that is specific to Macintosh computers and not available for PCs.  Classes they are teaching that are Mac software dependant.

Process: 1. Computing Support Services Instructional Specialist sends an email to the Computer Replacement Committee members in October, announcing the beginning of that year’s planning. Committee members: Vice Chancellor for Administrative & Fiscal Affairs, Associate Provost, Vice Chancellor for Student Services, Vice Chancellor for University Relations & Advancement, Director of Admissions, Dean of the College of Arts and Sciences, and Dean of the School of Business and Technology. Each committee member is responsible for representing their area in the Computer Replacement process.

Form Last Updated: 10/04/06

Form ID: CTS21 – Version 1

University of Wisconsin-Parkside Computer Replacement Policy 2. The email will include an attached copy of this policy and an attached spreadsheet for listing potential awardees and information about their computers. 3. The departmental/unit lists are due back to Computing Support Services Instructional Specialist by the middle of February. Computing Support Services Instructional Specialist is responsible for merging the lists and tracking the history of the computers to be replaced (trickle-downs). 4. The Computer Replacement Committee will meet one week after the February due date. During this meeting the committee prioritizes the requests. Computers are awarded dependant on priorities and the program budget. 5. Committee member are responsible for notifying their constituents of the meeting’s outcome. 6. Computing Support Services Instructional Specialist will order the new computers by April 1st. 7. The new computers will be installed by technical staff starting in early summer, with a goal to complete all installations, including trickle-downs, by the middle of August.

Form Last Updated: 10/04/06

Form ID: CTS21 – Version 1


								
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