The following applies to full time, permanently budgeted staff and faculty in the College of Education.

If funding is available, the Information and Learning Technologies department (ILT) will replace existing computers every four years. As part of our yearly funding cycle, the college in consultation with the ILT defines a computer cost allocation (CCA) standard for the fiscal year. The CoE Technology Center, working with UW vendors develops a standard computer configuration appropriate to level of funding and the needs of the College of Education users.  This configuration is then offered to those individuals eligible for a replacement computer.

Loaner Pool: Repurposed computers

After a computer has completed four years of use, it will be recaptured by the ILT to add it to our Loaner Pool. This pool has a strategic role for our college, as it enables us to offer an alternative for students, temporary workers and other community members in need for a short or long-term computer loan. Once these computers become outdated either because hardware (failing, or slow), or security issues (because they are no longer supported by vendor), they will be sent to surplus.

The presence of aging repurposed computers can create a number of serious problems on campus:

1. Older machines cannot run newer operating systems due to hardware limitations.  Eventually, software manufacturers discontinue support for older operating systems.  This means security patches are no longer available for these machines, which greatly increases the security risks for all users across the entire campus network.
2. Campus software license agreements can be complicated or made financially prohibitive by an increasing number of computers.
3. Older machines are more likely to fail, which is why the best practice in information technology and higher education is to follow a standard replacement cycle of 4 years. Hardware failure results in service calls, lost work, and much inconvenience on the part of the client.

Computer Replacement Program (CRP) Funding Model

Faculty

Actively engaged (teaching) voting faculty will be eligible for the CRP. This list will be provided by the Assistant Dean for Finance and Administration. A standard configuration for the available computer device will be defined each year and will include Mac and PC alternatives.

Each program will coordinate with the finance department and define a budget for Adjunct Faculty CRP. In order to participate, a sponsoring faculty supervisor will contact ILT to open a request for the adjunct. If funding is available, the order will be processed the same as for voting faculty. If there are no funds available, the adjunct can be entered in a waiting list for next year, or the department can choose to fund the device from a different budget(s).

Faculty will be eligible for replacement of their device every 4 years. This renewal will be funded by the office of ILT following the same standards previously described. Any supplemental expense (computers above individual CCA limit) will be funded by other means depending on circumstances. Secondary devices are not covered by ILT.

Staff

Full time staff computers will participate of the 4-year replacement cycle. Any purchase above CCA should be funded by other budget. Secondary devices are not covered by ILT.

If a new hire is filling a pre-existing position, the CoE Technology Center assumes the computer used by the former occupant of that position will be used by the new staff member. If no or outdated technology is available, ILT will fund new device for a cost up to CCA.

Temporary and student workers

Temporary staff and student workers with short term contracts (seasonal) will have access to the available loaner pool devices. If work requires a device with technical specs above the available in the loaner pool, ILT will facilitate purchase, but funds must come from hiring unit.

Fee & Grant based Programs

The following applies to non-permanently budgeted staff and faculty in the College of Education.

Fee-based and grant funded programs are responsible for funding the entire purchase of initial computer systems for newly added faculty or staff positions. This ensures that permanent funding for the ongoing replacement cost of these computer systems is available. Given the nature of these programs, they define their own technology policies. The ILT will offer help and advice during this phase and will directly support the purchasing process. Further engagement will be defined on an individual basis.

Non-Standard Configuration Purchase Approval

1. Computers purchased by the College of Education Technology funds will be chosen from models offered by vendors selected by the UW. Standardizing vendors allows the university and college to benefit from economies of scale with regard to vendor support, pricing, maintenance and other agreements.  These purchases will be approved by the Director of Information & Learning Technologies or designee, who will facilitate the purchase.
2. Faculty and staff who request the purchase of non-standard computers must be able to show that a model from the CoE Technology Center will not meet their specific software or hardware needs. The purchase order must carry the email approval or signature of the Director of Information & Learning Technologies or designee to indicate the computer purchase has been reviewed and meets the requirement for a variation from standard practice.
3. Any machines not purchased in collaboration through the CoE Technology Center will only receive general support. Computer troubleshooting should be done by the vendor. We strongly recommend this kind of purchase should include extended warranty

Accidental Loss

Accidental loss (theft or accident) will be covered by ILT in the first episode within a renewal cycle. If this event happens a second time, ILT will fund 50% of the replacement cost. No further ILT funding is available within a replacement cycle.

Communications

In order to properly manage this Computer Replacement Program, it is necessary to receive up-to-date information regarding changes in hiring status of college’s personnel. The HR department will provide information regarding new hires, retirement and contract termination so ILT can implement a technology on and off boarding process

It is a goal for our office to provide timely service within the constraints of the purchasing cycle. For new hires, our office will commit to deliver the machine within 10 business of notice for new hires (permanent or temp staff). We keep an emergency pool of computers for accidental loss and will provide a temporary or definitive solution within 5 business days.