VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U009

Edward Via College of Osteopathic Medicine

Policy Order No.: U009 Effective Date: September 15, 2011 Revised Date: April 30, 2026

Signature on File

__________________________ Dixie Tooke-Rawlins, D.O. President ___________________________________________________________________________________ VCOM Computer and Hardware Acquisition and Replacement Policy ___________________________________________________________________________________ 1. PURPOSE .............................................................................................................................................. 1 2. POLICY ................................................................................................................................................ 1 3. PRIMARY COMPUTER AND STANDARD EQUIPMENT ALLOCATION AND FUNDING .............................. 1 4. SECONDARY COMPUTERS , ADDITIONAL EQUIPMENT , OR UPGRADED HARDWARE AND FUNDING .... 2 4.1 Requesting Secondary Computers, Additional Equipment, or Upgraded Hardware .................... 2 5. HARDWARE REPLACEMENT CYCLE .................................................................................................... 3 5.1 Hardware Replacement Return Process......................................................................................... 3 6. DIAGNOSTIC AND REPAIR SERVICES FOR VCOM - ISSUED HARDWARE ................................................ 3 7. DISPOSITION / RETIREMENT OF COMPUTER EQUIPMENT ................................................................... 3 8. EMPLOYEE OPTION TO PURCHASE ASSIGNED COMPUTER ................................................................. 4 9. DURATION OF POLICY ......................................................................................................................... 4 PURPOSE The purpose of this policy is to outline the process by which VCOM acquires, replaces, and disposes of computing hardware assets. This policy applies to faculty and staff regarding the purchase of all technology equipment acquired by the college regardless of college funding sources. 2. POLICY All technology assets purchases must be coordinated with the Department of Information Technology before any purchases are made. All IT equipment purchases made through grants are the property of VCOM unless explicitly stated otherwise. IT does not support hardware that has been purchased without IT approval and/or involvement. Support for such systems would be best effort and only as time allows. Essential business outcomes should not be encumbered by unsupported hardware. IT maintains an inventory of computer assets owned by the college or delegates management of assets. All computer equipment purchases must be made through IT, as this allows VCOM to negotiate volume and educational discounts. Additionally, this ensures that IT is aware of every purchase and can service and support the equipment within reason. 3. PRIMARY COMPUTER AND STANDARD EQUIPMENT ALLOCATION AND FUNDING Each full-time faculty or staff member is provided one computer valued at up to $1200 in value, which is replaced on a four-year cycle. Required computer accessories such as adapters, docking stations, 1.

VCOM Computer and Hardware Acquisition and Replacement Policy

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