Purchase, Inventory, Replacement, and Disposal/Surplus of IT Resources

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Policy Code: 
Approval Authority: 
Policy Type: 
University Policy
Policy Owner: 
Academic Affairs
Responsible Office: 
Information Technology Services - 828.251.6404

I. Purpose

This document provides all faculty, staff and other interested parties with guidelines and procedures for responsible management of university-owned computers and mobile computing devices including desktops, laptops, and tablets. This consists of the purchase, inventory, lifecycle and disposal of all university owned computing equipment. While this is not a fully comprehensive document covering all issues of computing equipment it is intended to establish guidelines and procedures for the responsible management of these university owned resources.

II. Scope

This policy relates to all computer purchases, with the exception of grant-funded equipment, to ensure accurate inventory of all UNC Asheville-owned computers under $5,000 as well as data security and proper disposal of all computers regardless of value. Those systems with a value over $5,000 are tracked as part of UNC Asheville’s fixed assets inventory.

Grant-funded equipment poses a unique set of challenges as grants are generally obtained for specific research projects of limited duration and are usually not permanent additions to the campus’ computer inventory. Each grant’s equipment will be dealt with as a unique case, collaboratively between ITS, and the grants/contract accountant.

III. Policy

General Statement

Information Technology Services (ITS) has been charged with the development of a campus wide Client Technology Refresh Plan (CTRP). The UNC Asheville Client Technology Refresh Plan is designed to cycle equipment into and out of operation on a one-to-one ratio. In addition to this plan, ITS is responsible for maintaining equipment standards and, through the IT Advisory Committee, establishing baselines for equipment purchases. This process will ensure user access to quality and up-to-date computer equipment through a cost effective model based on controlled equipment costs and leveraged purchasing. This will also establish a process for exceptions for purchasing equipment outside the baseline and for ensuring that the necessary tools (such as software) are in place to manage the purchase, inventory and disposal process.

IV. Oversight and Advisory Groups

The IT Advisory Committee advises the Chief Information Officer on standards for hardware and software configurations. This committee is responsible for recommending the baseline standard configuration to be used for all campus computer purchases. ITS determines additional software to be installed on or processes put in place for all university owned machines to protect the university’s sensitive data. ITS is also responsible for reviewing requests for any exceptions to these standards.

V. Approval

All computers purchased with University funds must meet these requirements or a request for an exception must be sought from ITS. Exceptions are reviewed and acted upon on a case-by-case basis by ITS’ Client Technology Support group.

VI. Guidelines

A. Computer Purchases:

1. Computer purchase guidelines apply to all computers purchased with university funds.

2. Refresh purchases are leveraged to maximize the benefit of available funds and all purchases are aligned with established Baseline Standards or approved exceptions.

3. ITS’ Client Technology Support group monitors compliance of equipment purchases.

4. Waivers and exceptions to the baseline standards are granted on a one-time basis based on justification. Grant-funded equipment is not restricted to the baseline standards and ITS may decline support of grant-funded equipment depending on the nature of the equipment and available skill sets.

B. Computer Inventory:

1. Computer inventory guidelines apply to all university-owned computers.

2. Each department/division is responsible for maintaining an accurate listing including serial number and location of their computer equipment.

3. Each department/division will be asked to validate the centrally managed inventory of computer equipment.

4. ITS may require special software and/or network access for all computers as a means to maintain security of computers and more importantly data residing on the computers.

5. Submission of a completed inventory by each department/division is required for eligibility of life cycle purchases.

C. Client Technology Refresh Plan:

1. The Client Technology Refresh Plan focuses on computer technology replacement.

2. The plan is managed by ITS with direction regarding unit assignment provided by representatives from the academic or administrative constituent areas.

3. Funding for the plan flows through ITS from state funds, trust funds, and student fees and is utilized in accordance with the programmatic goals of the senior officers of the administration units.

4. The resource projections for each organizational unit are calculated based on a personnel and computer lab formula.

5. Each staff/faculty member can identify one system, either a desktop or laptop, as their primary system to be replaced with refresh funds.

6. Grant-funded equipment is not included in the technology refresh program as grants are generally of limited duration and for a specific purpose.

7. Timeline for tracking the replacement of lifecycle funded computers:

a. Department/divisions receive CTRP information in the October/November timeframe requesting their prioritization in their respective area for the fiscal year. In addition to a current inventory, they should have a list of new computer locations and roll down/removal of other equipment.

b. Each department/division determines which computers will be removed from their inventory during the current fiscal year. The number of computers designated for removal should equal the number of computers being purchased for that department/division. This is essential in order to prevent a proliferation of aging, obsolete, out-of-warranty, unsupported, and incompatible systems. It is also essential for maintaining the number of computers that comprise the lifecycle replacement population in order to preserve the integrity and validity of the Client Technology Refresh Plan.

c. Each department/division then provides ITS a list of equipment to be removed from their inventory with the computer serial number. This list must be provided prior to distribution of new equipment.

D. Computer and Electronic Equipment Disposal:

1. Disposal guidelines apply to all computers and electronic equipment regardless of cost or funding source.

2. Each department/division will identify the computer’s or electronic equipment’s use when sending the system to Facilities Management. ITS will review each device prior to release to Facilities Management to verify appropriate data removal or destruction.

3. Lifecycle Disposal:

a. Each department/division is responsible for assigning outdated equipment in the same ratio as new equipment is received. This is imperative to ensure UNC Asheville users have access to quality, up-to-date computer equipment and support.

b. Each department/division will provide the list of computers that will be removed from their inventory when new computers are distributed but no later than March 1st of the current fiscal year.

c. ITS will monitor inventory reports to ensure the ratio of one new unit received to one unit removed from division/department inventory is in balance and will notify the department/division contact person of any inconsistencies by June 30th of the current fiscal year.

d. Leased equipment will be returned to the leaseholder at the expiration of the lease.