(1) For the purpose of this Policy:
(2) The provision of IT plays an important part in the research, teaching and administrative functions of the University allowing technology to assist and enhance processes. Computer workstations are part of the process for delivering services to the University community.
(3) In an organisation the size of the University, there is a need to have a standardised computer environment to improve reliability and effectively manage the IT investment. With doing this, the university can offer greater benefits to staff in purchasing and support, form relationships with preferred suppliers and maximise buying power by negotiating discounts and minimising costs.
(4) With ever-increasing demand in technology it is important to maintain the computer equipment to provide the best working environment for the University community. By way of preferred suppliers the University is able to certify service and warranties and subsequently have the ability to manage equipment.
(5) This policy is supported by the Computing Conditions of Use Policy.
(6) This policy seeks to:
(7) This policy applies to all university computer equipment and its associated users.
(8) This Policy addresses detail necessary for the overall Computer Workstation Policy to operate effectively throughout the University. It covers the areas of:
(9) It is the responsibility of the relevant Faculty or Work Unit to provide an appropriate computer workstation to fulfil the job requirements.
(10) All computer workstations procured by and for the University will use vendors sourced under the Preferred Supplier Agreement. The Preferred Supplier Agreement offers reasonable choices, discounted pricing, and improved consistency and availability of product. Responsibility for maintaining competitive Preferred Supplier Agreement's will be with Director, Technology Services. Online pricing for computer equipment is available from the University Technology Services website.
(11) Procurement of computer workstations will be made in accordance with the University's purchasing policy and current financial arrangements.
(12) Options and specifications for computer models will be available on the University Technology Services website. The minimum specifications will be outlined and maintained by Technology Services and purchases will be made accordingly. Minimum specifications offer protection against equipment not being fit for use in less than a three-year lifecycle.
(13) The standard operating environment (SOE) will be installed on all University computer workstations.
(14) Technology Services will update the SOE as required.
(15) Refer to the Standard Operating Environment website information.
(16) Faculties and Work Units should make every effort to replace computer workstations more than three years old due to the risk of the equipment not being reliable for use or capable of supporting the University's SOE. Technology Services do not support or maintain out of warranty computer workstations.
(17) Faculties and Work Units purchasing a new computer workstation for current staff members will be required to surrender (or trade-in) an old computer. All purchases that add to the University's asset base or computer workstations will require a justification statement on the Purchase Order and approval by the Director, Technology Services.
(18) Asset disposal procedures have been established to facilitate the removal of obsolete computer workstations from the University's asset database and to establish effective procedures to erase information and data from the computer in preparation for trade and physical removal of equipment from the University. Before any request for computer workstation disposal and removal of data can be actioned, the Work Unit must fully comply with the disposal procedures as outlined in this policy. It will be the responsibility of Financial Operations to ensure procedural compliance, with assistance from Technology Services.
(19) All computer workstations will have a three-year on-site warranty which is serviced by approved local vendors with certified computer support staff ensuring that the computer is repaired quickly and at no cost during its three-year life.
(20) The establishment and recording of asset records relating to computer workstations, including those purchased under lease agreements, will be the responsibility of Financial Operations.
(21) Computer workstations will be allocated a unique barcode label which is required for identification and audit purposes, and must remain affixed to the asset. The maintenance of the University's Asset Database, will be the responsibility of Financial Operations.
(22) It is the responsibility of the Faculty and Work Unit to ensure that asset records are maintained and accurate for their area, and to advise the Asset Management Unit (AMU) of any change to the status of assets, including location and or custodian. Any changes to asset records can be advised to the AMU. It will be the responsibility of Financial Operations to update the Asset Database accordingly. Note: Asset Equipment Reports are available upon request, please contact firstname.lastname@example.org Support and Delivery
(23) Technology Services will limit support to a range of services publicised in the Technology Services Baseline Service Level Agreement. The University's SOE is the supported software applications which users use to access Technology Services services.
(24) All new equipment will be delivered preinstalled with the University's SOE. The new equipment will be supported and maintained by Technology Services for normally three years after initial purchase.
(25) All support requests are to be channelled through the relevant IT Service Desk. Users are to retain their service request number and use this as the reference. Technology Services will maintain a list of service contact points on the Technology Services website. Service will be provided in accordance to service level agreements.
(26) Staff may log and track their support requests via the Online Helpdesk link on the Technology Services website.
(27) Software to enable remote support of computer workstations is included as part of the SOE and therefore access to workstations will be done remotely by the relevant Technology Services administrator.
(28) Technology Services will provide support for applications within the SOE. The Director, Technology Services or nominated Manager may charge or refuse service requests on software that does not appear within the SOE. For systems and products not contained within the SOE, service level agreements may be drawn up to formalise and manage the delivery of service.
(29) Technology Services will not provide support for non-standard equipment; this may include equipment without a University asset number, equipment used in specialised laboratories and equipment brought outside the University's method of procurement. The Director, Technology Services or nominated Manager may charge or refuse service requests on non-standard equipment. For non-standard equipment, service level agreements may be drawn up to formalise and manage the delivery of service.
(30) Technology Services will provide assistance to University staff with configuring home computers to access University remote access dial-up and internet services.
(31) Technology Services will maintain a list of supported peripheral devices e.g. printers and Personal Digital Assistants (PDA). Technology Services will provide advice and guidance on the supported peripheral devices. The Director, Technology Services or Nominated Manager may charge or refuse service requests for peripheral devices that do not appear on the list.
(32) Technology Services are part of a CAUDIT agreement with Microsoft which incorporates a Microsoft Work at Home Scheme, allowing staff to obtain software for use at home for academic and work purposes. Costs of media and the products available are detailed in the Microsoft Work at Home Media Order Form. Select the products you wish to order and fax a completed Microsoft Media Order Form to our vendor. This agreement runs until March 2015.
(33) The delivery of new computer workstations will be through Technology Services via the Stores process on each campus. The Stores department will asset and deliver all new workstations to Technology Services to install the SOE.
(34) Technology Services staff will arrange delivery to the Faculty or Work Unit after installation of the SOE.
(35) All users have access to an area on network file servers to provide data storage and backup. Data storage limits apply. Technology Services does everything possible to provide network storage areas for the user. It is the responsibility of the user to back-up their data to appropriate media.
(36) It is the user's responsibility to take all reasonable measures to safeguard against any loss of information within the University's computing and telecommunication facilities. The University will endeavour to safeguard against the possible loss of information within the University's computing and telecommunication facilities but will not be liable in the event of any such loss.
(37) On cessation of employment or enrolment, the University will remove without notice any user's data. The University will retain a user's data for a given period of time, only on request to Technology Services from the user prior to cessation.
(38) As first point of contact to information, the Technology Services website offers information on Preferred Suppliers, standards and requirements. For more detailed matters on specifications and preferred suppliers contact the relevant IT Service Desk.
(39) Training on Email software will be available to staff throughout the year by Technology Services. Technology Services will determine the training sessions, times, availability and will be advertised via email and the Technology Services website.
(40) Training in other software applications such as the Microsoft Office suite is offered via the HR Services.
(41) The physical security of computer equipment is the responsibility of the custodian. The custodian should take adequate steps to ensure equipment is secure from loss or theft. All new computer workstations at the University will be purchased with a lock down device.
(42) Technology Services provide anti-virus software as part of the University's SOE; it is the responsibility of Technology Services to ensure automated updates are working correctly. It is the responsibility of the custodian to report anomalies if automated updates are not working correctly. Users are also required to change passwords on a regular basis to ensure system security in accordance with the University Security Policies.
(43) Users should ensure they secure/lock workstations when unattended.
(44) Faculties and Schools and affiliates of the University will decide on appropriate computer workstations for their staff members.
(45) Under the centrally funded computer laboratories Technology Services will select through a determined process the best model of computer workstation for student use.
(46) The Director, Technology Services (DTS) will recommend to the University Executive appropriate Computer Workstation Policy to meet the operational needs of the University.
(47) The Director, Technology Services is responsible for the periodic review and recommended changes to the Computer Workstation Policy to ensure they remain valid and consistent.
(48) The Director, Technology Services is responsible for ensuring that the Computer Workstation Policy is observed with regard to the services under the control and management of Technology Services.
(49) Each Head, Faculty, Head, Department, Head, Centre, Head of School, Head of Work Unit is responsible for providing education and awareness to ensure that all staff and students associated with their area comply with the Computer Workstation Policy.
(50) It is the responsibility of the user to back-up their data to appropriate media.
(51) This document outlines two procedures
(52) Select Preferred Supplier
(53) Collect the Trade-in information you will need to provide to your Preferred Supplier if you are using Shaws or NextByte. These details include:
(54) Create an Ereq in the E-TRANS system.
(55) Identify trade-in or disposal equipment.
(56) When trading equipment write the ereq number and supplier on a GREEN trade-in sticker and place it on the equipment.
(57) When disposing of equipment write the ereq number on a RED disposal sticker (or draw a large red cross) and place it on the equipment.
(58) Log a call request with the IT Service Desk to arrange installation of the new equipment.
(59) If the trade-in or disposal equipment was not taken away at the time of installation of the new equipment, contact Facilities to arrange collection of the trade-in or disposal.
(60) Technology Services will ensure all software licences and data is removed from the equipment prior to pick-up from Preferred Supplier or disposal.
(61) Equipment deemed not fit for use due to age, malfunction, or not viable for repair, needs to be written off the University's asset database and disposed of with the approval of Tender Board.
(62) Complete the "Application to Dispose of Assets" form and obtain the necessary authorising approval from your Cost Centre or nominated delegate.
(63) Ensure your current email address is included on the form.
(64) IMPORTANT: Equipment pickup location must also be included on this form.
(65) Forward completed disposal application form to the Assets Officer, Financial Operations, who will complete the equipment's financial and purchase details and submit the application to Tender Board.
(66) Place a RED disposal sticker (or draw a large red cross), available from your admin area, on the equipment. One sticker per item (stickers are also available from Technology Services ).
(67) An email will be sent to you from the Asset Management Unit (AMU) advising you of the outcome of your application. (It is the responsibility of the AMU to notify maintenance staff to arrange prompt collection of Tender Board approved redundant equipment. Maintenance staff will not collect the nominated equipment until notification from AMU.)
(68) Technology Services will erase all data or remove the hard disk drives from disposed computers.
(69) Redundant equipment in the IT storage facility under the Library will be removed by Tender Board approved charitable organisations.