Computer Purchase and Replacement
Effective July 1, 2012
The purpose of this policy is to outline the process by which University personnel acquire computing equipment. The goal of the policy is to ensure each employee has a suitable computer to perform their assigned responsibilities while also providing prudent stewardship of University resources. It is necessary to establish a reliable and supportable operating environment for computing equipment while also reducing risk to the comprehensive campus computing infrastructure.
This policy applies to all University employees and the purchase of all laptop and desktop computers and tablet devices, regardless of dollar value or the source of University funds. A “computer” in the context of this policy is defined to be a complete working computer system and does not include e-book readers, printers, peripherals, external memory, external disk drives or monitors.
1. All computer purchases must be made through the University’s Computer Store and must adhere to the University’s procurement and technology policies and standards, e.g., information security, responsible use, etc. as described in TAP 26 (Appendix A). Computer purchases made outside of the Computer Store or not adhering to these polices and standards will not be processed, supported by CTS, paid or reimbursed.
2. All computer purchases must conform to a set of University-specified standard models, including a preference for EPEAT Certification as established and quoted by the CTS computer store. (University-specified standard models are identified in Appendix B. These standards will change periodically and current standards can be determined by contacting the CTS Computer Store). The CTS Computer Store will assess employees' computing needs in consultation with the employee/department and will provide basic standard computing resources or will address the exceptions identified below or other specialized needs that have been approved through the Computer Purchase Exception Form (Appendix C):
- Faculty, as defined in the Duquesne University Faculty Handbook and including postdoctoral positions and graduate assistants, whose teaching and research responsibilities require specialized computer systems.
- Staff and administrators whose specific technical, environmental or functional job responsibilities require an alternative to the preferred supplier(s), standard models or secondary computers.
3. Deans and Directors will establish a formal 5-year computer system replacement/upgrade program. CTS will assist Departments in identifying purchasing methods and terms which best meet the needs of the Departments and the University.
4. It is expected that all faculty, staff and administrators will have only one University-owned computer for teaching and business functions, unless authorized by the Computer Purchase Exception Form.
5. When receiving a new system or upon leaving the University, unless otherwise authorized through the Computer Purchase Exception Form process, the employee or Department is required to return the replaced system (Return Procedures Appendix D) which will be cleaned and formatted by CTS and resold or recycled by the Computer Store or otherwise repurposed as appropriate. Repurposing with an outside entity requires approval of the Divisional Vice President.
6. All computers purchased or reimbursed with University funds remain the property of the University until disposed of or repurposed through the University’s Computer Store. Failure to return University-owned equipment, software or data upon leaving the University or at the request of the University may result in legal action or obligate the employee to reimburse the University for the value of the equipment.
7. All software placed on University-owned systems must be legally licensed, virus-free software. CTS will make every effort but is not responsible for ensuring that non-supported software will work properly on University-owned systems. If non-supported software causes a conflict with software or network resources used to conduct University business, e.g., Banner, then CTS is authorized to remove it from the computer.
8. Failure to adhere to licensing agreements or other inappropriate or wrongful use of University-owned computing equipment, software or data can result in disciplinary action.
9. If a computer is lost or stolen, it is the responsibility of the employee to immediately notify Duquesne University’s Public Safety department or their local police department, University Risk Management and CTS.
To view forms and related policies listed as appendix items, employees should go the Purchasing Policies section of DORI.