Delta State University Policies

Request for Technology

POLICY STATEMENT
 
Requests for technology equipment must go through the Office of Information Technology. This includes computers, printers, data projectors, cameras, VCRs, and other devices and software. The OIT will review the request to determine if the request can be funded from central monies, whether the device may conflict with the rest of infrastructure should it be connected to the network, or if perhaps there is a better alternative for consideration. 
 
DEFINITIONS
 
College/Unit Policy Officer: A person with responsibility for issues having broad-based policy implications for students, faculty, and staff in the college/unit; an Associate Dean or similar position.
 
Electronic Communications: The use of computers and network systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, or other such electronic tools.
 
Network Systems: Includes voice, video and data networks, switches, routers, wireless devices, and storage devices.
 
System or Network Administrator: A university employee responsible for managing the operation or operating system environments of computers or network systems, respectively.
 
University Computers and Network Systems (University Systems): Computers, networks, servers, and other similar devices that are administered by the university and for which the university is responsible. Throughout this policy, the shortened term "university systems" is used to mean all university computers and network systems.
 
Used Equipment: That technology equipment that is no longer able to function as solid, working equipment for daily activities of the campus. This equipment should be used only as a temporary method for part time staff members. Under no circumstances shall used equipment be used as a substitution for new equipment. Used equipment will not be supported by OIT in the same manner as is new, university provided equipment.
 
PROCEDURES and RESPONSIBILITIES
 
The procedures outlined below are to be followed when a department/entity desires new technology equipment. 
 
  • The Chief Information Officer will distribute a “Technology Needs” form to each Cabinet Member and academic Dean in early Spring. Each of their departments/divisions is to complete one form for each project need (one department may complete several forms, if needed) and return their forms to their respective Dean/VP.
  • Once the Dean/VP has received all of their departmental/divisional requests, the Dean/VP is to complete the top portion of the forms, which includes the name of their unit and the Dean/VP’s priority ranking for that project request. The IT Governance Committee will then review the requests based on an assessment of the needs and the budget. OIT should be consulted for determination of whether the request in question will work with University approved hardware and software, etc.
  • Any equipment for new positions should be included in this process. (For example, equipment needs for new positions created for new instructors must be addressed at this time.)
  • Requests for new equipment that are made after the above process has been completed, must have their Vice President send a detailed letter of request, including the reason why the request was not submitted as part of the annual process, to the Chief Information Officer. The CIO will then consult with Executive Assistant to the President (EAP) for evaluation of the equipment described in the request. Once the equipment and hardware/software requests have been evaluated for completeness and compatibility with the University infrastructure, the EAP will submit the requests to the President’s Cabinet for consideration.
  • Requests for replacement computers and/or printers must be accompanied by supporting documentation from OIT stating that the existing equipment is no longer viable. 
  • The equipment in question must be used in the course of daily work by a full-time University employee.
  • Before submitting a request to the CIO, the department must first call OIT and have a technician come and evaluate the equipment in question. After evaluating the problem, OIT staff will make a recommendation to the CIO regarding the need for a replacement item.
  • If the equipment is not repairable, the Director of OIT will then complete an equipment failure form and return it to the inquiring department.
  • The department must then submit their request, accompanied by the supporting documentation received from OIT, to the Dean/VP for their signature.
  • The completed request should then be forwarded to the CIO and EAP for evaluation.
 
  • Equipment requested is to be used by part-time employees, student workers, or graduate assistants for University purposes only.
  • Available equipment is estimated to be a minimum of three years old and will run limited applications.
  • Recipient understands that the equipment will not be comparable to new equipment, and therefore should not have any software installed other than University site-licensed software, or other approved software applications.
  • OIT will provide minimal support, up to and including the loading of University approved software as appropriate for the machine.
  • OIT will not make major repairs or replace parts on any ‘surplus equipment’.
  • Recipients must use the equipment for the purpose stated on the application.
  • Should recipient no longer need the loaned equipment, the department must notify the Chief Information Officer to have the equipment picked up.
  • The equipment must not be transferred to another department or removed from university inventory without prior written consent from the Chief Information Officer. 
  • A separate form should be completed for each item requested.
  • The Chief Information Officer will consider applications as they are received. Recipients will be notified within fourteen days, of receipt of the application, as to whether or not the request for equipment is approved. 
  • Expenses incurred to connect the equipment to the University infrastructure will be the sole responsibility of the requesting department (for example, Telecommunications must install a network drop for the computer to be able to access University resources, including the Internet.).
  • Recipients must use the equipment for the purpose stated on the application.
  • Any available equipment will be distributed based on an as needed basis.
  • Under no circumstances, should any equipment that has been removed from the DSU inventory be allowed to connect to the University infrastructure. This is a violation of state law and will result in sanctions by the University and possibly by the state.
 
RELATED DOCUMENTS
  • Request for Used Equipment Form
  • Request for New Equipment Survey Form