I. Policy Statement:
The University of Puget Sound is committed to providing routine replacement of faculty and staff computers to maintain an up-to-date and supportable computing environment. This policy outlines the principles and procedures governing the computer replacement program, ensuring that computing resources align with the institution's mission and support the evolving needs of faculty, staff, and students.
II. Coverage:
This policy applies to all faculty, staff, and departments at the University of Puget Sound utilizing computing resources for academic and administrative purposes.
III. Definitions:
Computer Replacement Cycle: The scheduled four-year cycle for the replacement of faculty and staff computers, and a five-year cycle for computer equipment in labs and classrooms.
Technology Services (TS): The department responsible for managing and maintaining the University's technology infrastructure.
Unassigned Inventory: Computers returned to Technology Services, available for assignment to new hires or for specialized needs.
Trickle-down Systems: Computers reaching the maximum age of five years, no longer part of the replacement program and subject to disposal or sale.
User: A faculty or staff member at the University of Puget Sound utilizing computing resources.
IV. Computer Replacement Policy
A. Computer Replacement Cycle:
- Faculty and Staff computers are on a replacement cycle of four years, while computer equipment in labs and classrooms is on a replacement cycle of five years.*
- Computers will be replaced as close to the four-year anniversary of their initial installation as possible.
- Technology Services will work with the computer’s user with any scheduling needs.Technology Services will maintain a list of standard computer options and accessories, with the department responsible for any cost difference between the standard model and requested upgrades.
- *Math and Computer Science Faculty will be on a 3 year cycle due to the nature of their work.
B. Early Out-of-Cycle Computer Replacements:
- Departments may request out-of-cycle computer replacements.
- For each year a computer is replaced earlier than the scheduled cycle, the requesting department is responsible for a fee to cover the missing replacement cycle funds.
- The fee for early replacements is calculated as 25% of the standard replacement allocation, multiplied by the number of years earlier than the scheduled replacement.
- For example, if a machine is replaced two years early, the requesting department would be responsible for covering 50% of the cost of the standard replacement allocation (25% x 2).
C. Existing Faculty and Staff:
- Faculty or staff members with computers older than four years from the initial installation date will be placed on a computer replacement list, and Technology Services will coordinate the replacement with the User.
D. Newly Created Positions:
- Newly created positions are eligible to receive one new computer or one appropriate computer from the unassigned inventory upon the new hire's arrival on campus.
E. New Hires into Existing Positions:
- When a position is vacated, the computer assigned to the departing individual will be returned to Technology Services inventory for redistribution. The new hire will assume a computer from the unassigned inventory, with efforts made to match specialty configurations to the department who initially purchased the device.
F. Adjunct Faculty:
- Adjunct faculty will be issued computers from the unassigned inventory.
G. Additional Computers in Teaching Spaces:
- Academic departments seeking to purchase computers for use in their teaching spaces should contact the Academic Dean's Office.
H. Hardware Purchases with Grant Funds or One-Time Project Funds:
- Hardware initially acquired with grant or one-time project funds will not be replaced through this program after its four-year lifecycle. Replacement is the responsibility of the department if needed.
I. Student Employees and Other Computer Needs:
- Student work study computers are not on the replacement cycle. Additional administrative computing needs outside of the replacement cycle are the responsibility of the department to plan and budget.
J. “Trickle-down” or Re-purposed Computers:
- "Trickle-down" systems will not be offered as usable computer systems on campus. Systems reaching the maximum age of five years will be sold to campus members, sold back to the original vendor for credit, or recycled through an approved electronics recycling vendor.
K. Printers and other Peripherals:
- Technology Services offers a centralized printing solution through the use of Papercut and Konica multi-function printers. These printers are purchased, installed, and maintained by Print & Copy Services for no additional cost beyond the per use printing charge. Technology Services is able to assist with printer consultations and connections for local and network printers purchased by individual business units or academic departments; however, routine maintenance issues such as paper jams and replacement parts for printers outside of Technology Services’ centralized pool will generally be the responsibility of the respective business units or departments.
L. Ownership and Support:
- Computers purchased through University replacement funds remain University property. Outdated computers will be removed from service when replacements are delivered, and only current hardware will be supported.
Repairs not covered by the warranty, including but not limited to accidental damage, are the responsibility of the department utilizing the device. While Technology Services can facilitate the repair process, the associated costs will be the responsibility of the department.
M. Reallocation of Computers within a Department:
- Departments must notify the Service Desk (servicedesk@pugetsound.edu) when reallocating computers or when an employee moves offices.
N. Retiring of Computing Devices:
- Computers unable to receive security updates or which have surpassed the prescribed replacement cycle will be retired. Technology Services will collaborate with affected departments. Departments with old, unused technology equipment should contact the Service Desk to schedule pickup and e-cycling through the University's recycling partner.
V. Effective Date:
This policy is effective as of September 3rd, 2024
VI. Related Statutes, Regulations, and Policies:
Additional Computers in Teaching Spaces Procedure
Policy Owner: Technology Services
Policy Contact: Technology Services, servicedesk@pugetsound.edu, 253-879-8585
Date Adopted: September 3rd, 2024
Date Last Reviewed: September 3rd, 2024
Date Last Revised: September 3rd, 2024