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PGBS Computer Purchase and Refresh Policy

This policy provides guidelines regarding the purchase, refresh, and decommissioning of desktops, laptops, and tablet computers at Pepperdine University Graziadio Business School (PGBS).

Scope

This policy applies to all desktops, laptops, and tablet computers purchased with PGBS funds, regardless of their actual location of use.

Standardization

PGBS currently supports specific makes and models of computers. These systems were chosen to allow diversity in brands and operating systems, yet provide enough similarities that adequate support can be maintained. Standardization also reduces cost significantly through bulk purchasing discounts and vendor agreements.

Hardware Standards

To maintain a reliable and efficient computing environment for all users of the Pepperdine network, Information Technology has developed standards for hardware. The purpose of these standards are to:

  • Optimize the support levels that IT provides
  • Manage the cost of purchasing, replacing, and support of the technology at PGBS
  • Improve service by the use of automatic deployment of software
  • Ensure that there is network compatibility for security and upgrades

Due to the standards, only certain models of computers issued to Faculty and Staff from supported manufacturers are supported. Many computers are not designed for networked business needs.

General Policy

  • Only one computer per full-time faculty or staff will be refreshed.
  • Desktop systems will be ordered for Receptionist positions only.
  • Laptops will be issued to personnel whose jobs require frequent mobility.
  • Tablets and/or iPads must be purchased with departmental funds and will not be refreshed with PGBS funds.
  • Computers or accessories lost or stolen will be replaced by the department assigned the department.
  • Computers with abnormal wear and tear will not be refreshed or replaced until the standard refresh cycle. The employee's department may fund a replacement for that employee prior to the standard refresh cycle. (That purchase date will begin a new cycle).
  • The People Operations department allocates funds for computer refresh/onboarding for Faculty/Staff; this allocation is reviewed on a yearly basis and can be subject to change. The current allocation is $2500 or less per employee. Any purchase request exceeding this amount will be subject to Major Area Budget Manager approval and/or use of development funds for Faculty.

New Employees

  • A new computer will be purchased only if:
    • There are no available computers in inventory to reassign.
    • A new full-time faculty or staff member has been hired for a position that did not exist before. PGBS funds will be used to purchase the new computer.
  • Existing positions inherit the previous employee's computer in that position. The computer will be wiped and reimaged for the new incoming employee, or a computer in inventory will be reassigned.
  • All computers must be purchased with the approval of the Major Area Budget Manager and through the People Operations department.

Adjunct Faculty

Adjunct faculty will not be supplied with a computer. An inventory of loaner computer systems is available for their use on a first-come-first-served basis.

Separated Employees

Upon separation from PGBS for any reason except Emeritus status (e.g. retirement, termination, resignation), all faculty and staff computers are returned to PGBS Administration. Returned computers will be reassigned if within useful-life or designated for loaner assignment or e-waste disposal if at end-of-life.

Faculty have the option to purchase their existing computer if fully depreciated. If the computer is still within its useful-life, faculty have the option to purchase an older machine if available.

Emeritus Status

When a faculty is granted Emeritus status, they can keep their existing computer. All Pepperdine software, data, and licenses will be removed, and the computer will not be refreshed or replaced.

Part-Time/Temporary/Student Worker Positions

Student workers and temporary employees do not qualify for a new computer. Part-time, temporary and student worker positions, project needs, or other temporary computer use will be furnished out of the Administration redistribution pool of computers. Alternatively, student workers can use their own computers, connecting to the Pepperdine VPN. Additional computing needs will be at the department's expense to provide.

Refresh of Existing Systems

  • Computer systems will be refreshed within the fiscal year in which they are determined to be end-of-life. Computers are ordered and replaced during the Summer.
  • Tablet computers must be purchased with departmental funds and will not be refreshed by People Operations.
  • The People Operations department will maintain a record that indicates when the equipment for faculty and staff will be replaced.
  • Any old system must be returned to the Information Technology department for e-waste disposal or loaner assignment.
  • Employees shall have the following options when replacing their existing system:
    • If their job requires frequent travel or mobility, they will have the option to choose:
      • A Windows-based laptop. If required, this may include dual external monitors and a docking station. A wireless mouse and keyboard are also optional. Laptop bags and additional accessories will not be included.
      • A Mac-based laptop. If required, this may include dual external monitors and a docking station. A wireless mouse and keyboard are also optional. Laptop bags and additional accessories will not be included.
    • If their jobs does not require mobility, they will have the option to choose:
      • A Windows-based laptop. This includes dual external monitors and a wireless mouse and keyboard.
  • In all cases, if a Mac-based system is chosen, the employee should have a valid reason for doing so (applications require it, familiarity with the O/S, etc.) as they are generally more expensive and have poor warranties compared to Window systems. Requests to switch to a Mac must be approved be an employee's department supervisor and the Major Area Budget Manager, in addition to compatibility requirements according to the department application needs.

Lost, Damaged, or Stolen Items

Any computers or accessories that stop functioning not due to misuse will be replaced by the People Operations department.

  • However, in the event of failure, asset owners must have the Help Desk certify that the equipment has failed and is no longer under warranty. If the machine is under warranty, it is to be deemed irreparable by the manufacturer (Dell or Apple).
  • Upon determination of failure:
    • For Dell users, the Help Desk will initiate the process of replacing the failed equipment, providing a loaner computer in the meantime
    • For Apple users, the user is to contact Apple Support to make an appointment to drop off the machine for repairs or replacement. The Help Desk will provide a loaner computer.
  • Any additional or different functional requirements must be communicated to the Help Desk at the time the failure replacement process is initiated.

Replacements for any computers or accessories that are lost or stolen will be funded by the employee's department. A loaner computer will be provided. Replacements for computers or accessories that are damaged beyond normal wear and tear will be funded the employee's department. They will not be refreshed until this occurs. In the event of failure due to an external event/negligent use (i.e. dropped equipment, liquid spells, etc.), the department/individual user is responsible for the replacement cost of the equipment. For Apple users, the user is to contact Apple Support to make an appointment to drop off the machine for repairs or replacement.

Departmental and Personal Printers and Scanners

Departmental and personal printers and scanners are NOT provided or replaced by People Operations. Users will need to use their department funds for such purchases, including toners and cartridges.