USF Desktop Computing Equipment Replacement Policy

University-owned desktop computers are replaced on a four-year cycle and laptop computers on a three-year cycle. Monitors are replaced as needed. Apart from equipment charged to grants or other special accounts, funding for approved computers and monitors comes from a central RP budget under ITS. The following policies apply to the replacement cycle:

Standards

Hardware

1. All University computers connected to the university's network must meet the university's hardware standards.
2. Standards are set by the University Information Technology Committee (UITC).
3. Any non-standard computer must go through the UITC's Exception Process for approval.

Software

1. All University computers are loaded with a standard software suite, including the operating system and software for core office functions. Site licenses are negotiated for software on this list.
2. Upgrades and/or additions to the standard software suite are scheduled and carried out university wide by ITS. Clients will be notified prior to any scheduled maintenance of the standard software suite.
3. Clients are responsible for ensuring that additional software they install is compatible with the standard suite.

Annual Purchase

1. To maximize our financial leverage, the University will, as much as possible, place a single yearly block order of desktop equipment.
2. ITS has agreed with Business & Finance that the purchasing and reporting cycle will run from Jan. 1st - Dec. 31st to accurately reflect the standards development, purchasing and replacement process.

Coordinators and Budget Approvers

1. The ITS Replacement Project contact is Edmond Kwok, ext. 5839, email: ekwok@usfca.edu.
2. Each Division/School/Department must designate a Coordinator for their group. The Coordinator must:
   • Verify the computer inventory to be replaced each year, including submission of any corrections or additions to ITS. If something is overlooked, it can either be replaced during the next purchase cycle, or the department can submit a "new use" purchase request.
   • Choose a replacement for each of the computers to be replaced that year. Replacement equipment will be selected from the lists of standard equipment provided by ITS. It is not required that a Macintosh be replaced with a Macintosh or a PC with a PC. Once the Division/School/Department Coordinator has submitted their request for replacement computers, ITS will place the orders and schedule installations.
3. Each Division/School/Department must designate a budget approver for the purposes of the replacement project. This person must approve the financial impact of the replacement selections made by the Coordinator, as well as any exceptions to standards or new use purchases.
4. The USF community has a shared responsibility to contain costs related to the central Computer Replacement Project account.
   • Department budget authorizers and others who approve computer purchases should carefully consider the functional needs of the user, and exercise prudent judgment when selecting computer models.
   • Except for those with specialized needs, we should minimize the purchase of more expensive laptops and larger flat-panel displays. Most users' needs can be met by more moderately priced models.
   • Budget authorizers should exercise careful consideration and oversight of "new use" purchases.

Displays/Peripherals/Supplemental Equipment

1. Displays purchased separately from CPUs will be subject to the same replacement, new use, and exception policies whether they are charged to the Computer Replacement account or a special/grant account.
2. The Replacement Project will offer a centrally funded standard external keyboard and mouse for clients who use laptops.
3. ITS will negotiate volume discounts for standard port replicators and docking stations to be purchased by local departments based upon individual needs assessment.

Multiple Computers

1. USF full-time faculty and staff should each have one computer. Multiple computers should only be purchased for a single faculty or staff member in cases where:
   • Separate computers are required for research or testing purposes (ie research labs, system testing on multiple platforms)
   • The combination of a desktop and laptop meets the users’ needs more cost-effectively than a robust laptop.

New Use

1. "New use" refers to computers purchased for any reason other than replacement of an existing unit during the annual cycle, and which are not funded through a Planning Initiative (as defined by the Budget & Planning office). When new projects and programs are proposed, equipment replacement costs over time should be identified as part of the program proposal process.
2. New use computer purchase requests should be submitted as follows:
   • Obtain budgetary approval from your department's budget authorizer
   • E-mail your request to uitcchair@usfca.edu. The facilitator in the VP of IT's office will coordinate review by Computer Support and the VP of IT.
   • If the equipment is non-standard, include the following information in your email: a description of the item being requested, manufacturer (i.e. Dell, Sony), model, estimated purchase price, and the name of department/budget approval person, their ext. and email address. The facilitator will coordinate obtaining a technical review.
   • Requests denied by the Office of the VP of IT will be brought before the UITC for discussion and further assessment.
   • The facilitator will send an annual report to the UITC and the UITC Hardware/Software Subcommittee.

Failure Replacement

1. A third category, "failure replacement", will be applied to certain equipment which must be replaced outside the annual cycle. This applies only to:
   • Displays: Displays are not replaced on a three-year cycle. When an out-of-warranty display fails, it will be replaced by an equivalent display from the current standards list. If the original was non-standard (i.e., a 22" flat panel), the department can choose to have it replaced with a standard display, or request a new exception.
   • Computers for which the cost of repair is 50% or more of its fair market value.
   • Failing standard network printers determined by ITS to be not worth repair

Exceptions to Standards

1. Exceptions to standards must be submitted via e-mail to uitcchair@usfca.edu.
   • If approved, exceptions will be charged to the CRP account (if not charged to special/grant accounts).
   • If an exception for a replacement (not new use) computer is processed during the replacement cycle, the cost will be included in calculating the department's replacement average. Any exceptions processed outside the cycle must be requested as new use.

Grant and other Special Account purchases
(ASUSF, Jesuit Community, St. Ignatius Church, Fromm Institute, etc.)

1. Computer equipment will be charged to the appropriate special account. When it has become obsolete under the three-year replacement policy, it must be either retired or replaced.
2. Replacements to computers purchased through a grant will continue to be replaced using grant funding. This need should be considered when the original equipment is purchased.
3. The cost of the USF Standard Software Suite for computers purchased under special/grant accounts will be covered by CRP account-funded site licenses/volume purchases.
4. Reasonable repairs will be covered by the ITS parts/repair budget. If the cost of repair is 50% or more of the computer's fair market value, it will not be repaired and the department will have the option of retiring it or replacing it through the special account.

Retired Computers

USF Computer Retirement Policy

Donations

1. A maximum of 150 retired desktop computers will be set aside for donation to USF-related charitable projects each year. Requesting groups will complete a standard application form and have their applications evaluated in October of each year by a committee. Criteria for evaluating requests will be:
   • Direct association with USF
   • Provide learning and service opportunities for USF students and faculty
   • Support USF’s mission, vision, and values
   • Show an ongoing commitment to utilizing the computers effectively

   Criteria will be equally weighted and scored from 1 to 5.

   2007 Recipients

   2006 Recipients

   2005 Recipients

   Thank You Letter

   USF News : "University Computers Get Second Life With New Donation Program"

2. All remaining computers will be sold back to Dell or another reseller.
3. If you would like to purchase a used/refurbished or discounted computer for personal use, several options are listed below. Please note that USF has no business affiliation with these organizations and we are not endorsing their equipment or services.

   PCs http://www.hcditrading.com/ http://Computer-show.com/ http://usanotebook.com/ http://truedataproducts.com/ http://www.tigerdirect.com/ http://www.overstock.com http://www.next-use.com/ http://usedlaptops.com/ http://Globalcomputinginc.com/

   Macs http://isellmacs.com/ http://macofalltrades.com/ http://milagromac.com/ http://www.next-use.com/ http://www.overstock.com http://www.powerbookguy.com/

Sale of Computers to Employees Leaving the University

Faculty or staff leaving the University may elect to purchase their USF computer upon departure. If the computer is at the end of its life-cycle and due for replacement that calendar year, the separating employee may purchase it at a cost of $300 for desktop computers or $500 for laptop computers. If the computer is not due for replacement, the purchase cost will be the current USF purchase cost for a comparable new computer (standard or exception configuration).

USF computers are sold as-is, with all software (except the originally shipped operating system) and data removed and no support from ITS. Written notice of the purchase agreement must be provided by the separating employee’s supervisor to the UITC chair at uitcchair@usfca.edu. Payment must be remitted to the Business & Finance cashier.