IT 001 - Technology Hardware and Software Guidelines, Budget and Purchase Procedure

The Information Technology (IT) department requests that you consult with IT on all technology decisions and purchases. IT can provide expert knowledge and consulting in most technology areas. IT can also order products at an educational discount and can properly inventory the purchases. The IT department works within the University budgeting process to prioritize and fund technology needs across campus.

To facilitate this process:

• All employee and department computer related technology needs should be requested through the IT department by submitting a support ticket.
• Individual employee computer hardware needs (see “Guidelines for the Budgeting Process” below) should not be requested in your annual department budget request. The IT technology budget will be funded appropriately to provide the greatest overall impact for computer needs campus wide.
• If you or your department has other funding sources for technology (e.g., grants or gifts), please consult with IT prior to your purchase.

Guidelines for the Budgeting Process
Computer Hardware

• All full time faculty and staff are assigned to a refresh cohort group as part of our employee refresh cycle. Computers are refreshed on a 4 year cycle through a leasing program. A Macbook Air and associated peripherals (monitor, monitor cable, keyboard and mouse) are provided as part of the refresh. The distribution typically occurs in March or April and users who will be refreshed are notified in January.
• Employees or departments requesting computers/systems that exceed or differ from our standard systems must provide specific justification for the need to their Department head and CIO. All enhancements to or changes from the standard resulting in a cost higher than that of the standard will be charged to the requesting department’s budget.
• Older systems not returned to the leasing agent are allocated to non-full time staff use, departmental labs, scientific equipment, etc. Grants and gifts should be actively pursued to keep this technology current.

Printers

• The University has replaced many departmental copiers with multi-function devices that will allow users to print, copy and scan over the network using one device. The same multi-function devices will also be used for printing.
• The University has used both regional printers and single printers in offices to meet faculty and administrative printing needs. Printing has proven to be most economically served using regional printers. Single printers in each office present reliability problems and are the most expensive approach to printing. Regional printers are the most cost-effective method of printing, they provide fast printing, and they are easily maintainable through our campus wide Xerox contract.
• The IT department will not fund requests for personal desk printers or supplies for such printers. The cost to purchase, maintain and print to these printers is much higher than the cost of printing to a shared laser printer.
• If there is a need for single printers in offices, those special requests, along with the appropriate justification, should be submitted through the Department head and CIO. In these special cases, printers will be acquired from a list of recommended printers that is updated as technology changes and purchased by individual department funds. Users requiring high volume printing and security for printed material should rely upon the Print Services office.
• Requests may be submitted for replacement of existing shared printers. If you have the need to print confidential documents (tests, reference letters, etc.) contact the Solution Center. We can discuss options with you for confidential printing.

Software

• Software used only for students or faculty within a department as part of the curriculum, in departmental labs or for specific departmental purposes, should be funded from your department operating budget.
• Campus wide software (such as Microsoft Office) is funded through the IT budget.
• New software requests should be submitted through the new software request process (https://setonhilluniversity.zendesk.com/hc/en-us/articles/115000015231-Software-Request-Procedure) for review and approval.

Other Hardware

• Smart classroom equipment, projectors, external hard drives and other computer peripherals can be requested with justification and purchased through departmental operating funds. Please submit a support ticket for assistance.

Theft, Loss, Failure or Breakage

In the event a computer or other piece of technical equipment is stolen, lost or broken, the
following guidelines shall be followed:

• Theft: Where a computer or any other technology resource has been stolen, all employees are to immediately contact the Campus Police Department. After filing an incident report, notify IT of the theft.
• Loss: In the event a computer or other technology resource is lost by an employee, IT should be contacted immediately. Additionally, the Campus Police will be notified so that an incident report can be completed. Where a loss of equipment has occurred, the Department or individual will be responsible for funding the replacement cost of the device.
• Failure: In the event a computer or other technology resource fails to operate as reasonably expected, a ticket should be submitted to IT by emailing support@setonhill.edu. Upon examination of the issue, IT will determine how best to proceed.
• Breakage: In the event a computer or technology resource fails because it has been broken in some fashion (e.g., dropped, liquid spills, etc.), IT will provide a loaner device and cover reasonable and non-negligible damage. Should the damage be determined due to negligence or a recurring pattern, the Department or individual will be responsible for funding the replacement cost of the computer.

Technology Purchase Process

To facilitate a hardware or software purchase, please contact the IT Solution Center at support@setonhill.edu. Depending on the nature of the need, an IT staff member will be assigned to confirm compatibility with our technology environment.

• IT can and will assist with procuring a quote from established vendors for the hardware or software need.
• Hardware and software should be shipped to the attention of the Technology Operations and Procurement specialist to be properly inventoried and scheduled for installation.
• All technology purchase order request forms (PORFs) require signature by the CIO prior to being processed in the Business Office.