Computer Committee

Computer Purchase/Repair Policy & Guidelines

Approved by Computer Committee, November 13, 1998

All Machines

• Whenever a new machine is needed, a completely assembled machine will be purchased from a currently approved vendor(s).
• During the period of a machine's warranty, if the machine fails, it will be repaired using the replacement parts from the manufacturer, with no intent to upgrade the machine's functionality.
• If exact replacement parts are not available, and/or the warranty has expired, equivalent parts will be used to return the machine to functionality as close to the previous level as possible, with no intent to upgrade processor or motherboard functionality.
• Machines that need processor/motherboard upgrades should be replaced with new equipment.
• When a machine is replaced, if still functional, it may be re-distributed, after reformatting the disk, and re-installation of the software.

Laboratory Machines

• Each laboratory will be replaced with new, state of-the-art equipment, on a schedule recommended by the IUN Computer Committee (normally, every three or four years).
• When a laboratory is scheduled for replacement, Computer and Communication Services will prepare specifications for the new machines for review and approval by the IUN Computer Committee. A detailed RFP will be prepared by Computer and Communication Services, and put out for bid. Computer and Communication Services will recommend a choice from submitted bids to the IUN Computer Committee for approval.
• Upgrades to hard drives, printers, memory configurations, and other minor parts may be done to preserve functionality.
• Supervision of warranties of laboratory machines will be the responsibility of Computer and Communication Services.

Faculty, Staff and Administrative Machines

• Faculty, staff and administrative machines may be upgraded with new hard drives, printers, memory configurations, and other minor parts at the recommendation of the unit, with no intent to upgrade processor or motherboard functionality.
• If replacement of a faculty, staff or administrative machine is needed, the principal administrator of that unit should be contacted concerning possible reallocation of machines within the unit to distribute computing functionality within the unit based upon need.
• Any new machine, or one allocated to a different user, will undergo an OS, applications software, and network configuration purging, and re-installation of these components before re-assignment.
• Supervisor of warranties of faculty, staff or administrative machines will be the responsibility of academic/staff unit.
  

Exception

If in a particular instance, a very significant cost savings may be available for proceeding in a different manner, Computer and Communication Services will prepare cost estimates for the alternatives of new purchase and the alternate method. These cost estimates will be reviewed with the Vice Chancellor of Academic Affairs who will decide between options.