Computer Allocation Policy

Introduction

Because technology requests normally outnumber funds available, it is important that they be evaluated against each other so that priorities can be properly understood. While a rolling request process would be ideal, it is impractical when requests exceed funds available. Therefore, the college uses a semi-rolling process to ensure that requests are quickly and fairly evaluated and approved. Under this system, the time from request to installation should range from six to eight weeks.

Computer Requests

Requests are routed from individual faculty or staff members to director or divisional head (Dean or Vice President). Requests are evaluated jointly by divisional head and the Director of Computing, and approved, denied or deferred according to justification and funds available.

General timelines for requests are as follows (exact due dates are set by divisional head each year):

Before divisional heads set exact due dates for requests, approximate budgets will be set to provide an idea of the amount of money available. Department chairs or directors are strongly encouraged to meet with CIT staff to discuss technology strategies and determine accurate budget amounts for requests. These strategies (justification) and budget amounts should be included in detail in the requests.

Notes

The Standard Computer

Due to the rapid change in computer development, it is impossible to define a standard computer in lasting detail. However, CIT establishes a standard several times a year. This standard computer is capable of meeting the personal productivity needs of faculty and staff. These needs generally include word processing, spreadsheet, e-mail, WWW and other software along with sufficient excess capacity to meet expansion for the next several years. If a faculty or staff member needs more capacity than this standard allows, he/she must either request additional funds or supply them from departmental, divisional or grant funds. These additional expenditures must be approved by the divisional head and Director of Computing.

Computers for New Faculty

New tenure-track faculty receive a new standard computer package, and are expected to use a nearby shared laser printer. Any costs above the cost of the standard package are to be paid for by departmental and/or divisional funds, with approval from the division head and Director of Computing.

New term-appointed faculty are given the best available equipment, as determined by the divisional head and Director of Computing. It is important to request equipment as soon as a term-appointed faculty member is hired.

Computers which were used by departing faculty are reallocated according to the decision made by the divisional head and Director of Computing. These computers do not necessarily remain in the same department or division.

Computers for New Staff

New staff are expected to use the computer left by their predecessor. In the event that the new staff member is filling a newly-created position, it is up the department director to make a new computer request to his/her division head.

Sabbatical and Library Carrels

Faculty on sabbatical and/or using a library carrel are expected to leave their office computer for their replacement, unless other arrangements are made.

Using Departmental Funds to Purchase Technology Equipment

Per the College's Procurement Policy, all purchase requests for desktop computer hardware, software, peripherals and printers must be initiated through the Computing and Information Technology Department.

Advance Approval

If it is necessary to purchase a computer outside of the normal timeline, the following procedure is to be followed:

1. The request will be made in writing to the divisional head, with a copy to the Director of Computing.
2. If approved, the department will purchase the computer out of their own or divisional resources.
3. This purchase will be considered a "loan" of funds to be repaid at the normal request time, when other divisional decisions are made.
4. At the normal request time, the department will list the computer need that was purchased early as top priority request for computers (if not then the "loan" would not be repaid).