VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U009

monitors, keyboards, and mice must also be purchased within this same $1200 allocation. Any cost that exceeds $1200 must be funded via the employees’ department. Accessory items such as laptop bags/cases, etc. may not be purchased with the $1200 allotment and must be funded with supplemental funding. A staff member hired to replace a departing employee will receive that employee’s existing computer unless the computer is more than 4 years old, in which case a new computer will be issued. IT support technicians will assist with transferring any backed-up desktop or profile data to the new computer. All equipment purchased under this allocation will be selected at the discretion of IT to ensure optimal performance with VCOM’s software applications on the Windows OS platform and to support flexibility for hybrid work and high‑quality video conferencing through integrated audio and video capabilities. Computers for visiting faculty, part-time staff, student workers, temporary/intern positions, or special projects will be provided from the IT equipment loaner pool, subject to availability. 4. SECONDARY COMPUTERS , ADDITIONAL EQUIPMENT , OR UPGRADED HARDWARE AND FUNDING Some faculty and staff may require computing capabilities beyond the standard configuration to support their teaching, research, or professional responsibilities. IT cannot fund secondary computers, additional equipment (including additional displays), or upgraded hardware, and all approved devices must still follow supported lifecycle and security requirements or be removed from use. Any additional hardware beyond the primary allocation or standard configuration must be approved in the annual budget and be funded through supplemental departmental resources. As a general rule, IT computer funds may not be used to purchase mobile devices such as iPad and tablets or peripherals such as printers, scanners or copiers. When an exception is warranted and approved in advance (during the annual budget process), peripherals may be added. When scanners and printers are available for multiuse within the Department, individual ones are generally not approved. In rare cases where an exception is warranted, written pre-approval is required before any purchase is made. 4.1 REQUESTING SECONDARY COMPUTERS , ADDITIONAL EQUIPMENT , OR UPGRADED HARDWARE Any request for a secondary computer, additional equipment, or upgraded hardware requires prior approval from the Division Officer, and/or the Campus Dean or for certain Divisions that report to the Provost and/or the President, by the Provost or the President. The Vice President for Finance must assure the purchase amount is available in the annual budget. Approval is based on demonstrated need, and additional costs, in general, must be covered by sources such as start-up funds, grants, or departmental budgets. To request computing equipment beyond the college’s standard-issue computer and accessories, faculty and staff must email the Division Officer and Senior IT Leadership, prior to placing an order. The request must include : • A brief explanation of the teaching, research, or professional need that the additional or upgraded equipment will address. This requirement applies regardless of the funding source. • Identification of the funding source that will cover the cost difference for the requested equipment.

VCOM Computer and Hardware Acquisition and Replacement Policy

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