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IT Policies & Procedures

 

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Currency for Lab and Classroom Computers

  

DIVISION: Administration and Finance

 

 

DEPARTMENT: Information Technology Services (ITS)

 

SUBJECT: Technology Currency: General Purpose Computer Labs, Distributed Computer Labs, and Technology Enhanced Classrooms


OBJECTIVE & PURPOSE:

 

To define the guidelines and procedures related to maintaining laboratory and technology enhanced classrooms at a reasonably current level of technology. This "currency" will help ensure these facilities meet the needs of students, faculty or staff.

 

AUTHORITY:

Recommended for approval by the University Technology Committee, October 1, 2001.

 

GUIDELINE:

 

Definition of Technology Currency

  1. Computer currency - refers to the systematic replacement of older personal computers that are located in laboratories, and technology enhanced classrooms are connected to the campus network but are a) not adequate to provide access to all services available on the campus network or b) not adequate to support advanced needs of students, faculty or staff members.
  2. Technology enhanced classrooms - refers to teaching classrooms that have permanently mounted video/data projectors.
  3. Audio-visual currency - refers to the systematic replacement of older VCRs, monitors, cameras, codecs, microphone/audio systems, podiums, video/data projectors, visual presenters, and disc players that are located in laboratories, technology enhanced classrooms and videoconferencing rooms but are not adequate to support advanced needs of students, faculty or staff members.

General

Technology equipment eligible for currency replacement is owned by the University and installed in a laboratory or technology enhanced classroom.

 

With limited exceptions, technology replaced by currency must be removed from service and removed from property inventory by completing a Survey Request form available from the Property Control Office. This technology will not be supported and cannot be returned to service. The Director of Information Technology Services (ITS) must approve any exceptions.

 

The currency threshold (i.e., level of technology at which a equipment is eligible for replacement) will be reviewed on an annual basis by the University Technology Committee. The committee will recommend adoption of new or modified thresholds. Thresholds will be published as appendices to this guideline.

 

Some University units will have justifiable need for technology above the defined threshold. In such cases, funds will be allocated to that unit for replacement technology at the same dollar level as given to other University units. It is the responsibility of the unit to make up the difference between the allocated rate and the actual cost of the replacement technology purchased.

Currency funds are not intended as a funding source for new technology in newly established laboratories, or technology enhanced classrooms.

 

PROCEDURE:

 

General

On an annual basis, Information Technology Services (ITS) , in consultation with the University Technology Committee, will consider University funds made available for currency and will develop a schedule for technology to be taken out of service and replaced with current technology. This schedule will be based on a formula that will be derived annually and approved by the University Technology Committee. This schedule will take into account the need for more rapid deployment of new technology to facilities with advanced needs.

 

Information Technology Services (ITS) will take advantage of volume procurement opportunities and will negotiate with appropriate vendors to obtain quantity discounts. Information Technology Services (ITS) will initiate all purchase requisitions for currency acquisitions.

 

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