Scope
These procedures apply to Faculty, Academic Staff, University Staff, Limited Employees and Temporary Employees who are engaged in administrative and instructional work and whose appointments are paid for on the school’s operational funds (101). These procedures do not apply to Graduate Assistants or employees that are supported on extramural funding¹. Faculty with startup accounts will be responsible for purchasing their own equipment. When faculty exhaust their startup funds, the Business Office will work with the IIT office to have them added to the list of eligible employees. Faculty and staff may choose to purchase computers outside of this program, utilizing their own extramural or discretionary funds² . The IIT Office will continue to track equipment purchased on discretionary funds and recommend updated equipment when appropriate. Equipment purchased with discretionary funds may be retained by the employee, however the IIT Office will refrain from supporting the equipment when it no longer complies with campus security policies and procedures.

Process
New Hires:
During the onboarding process, the IIT office is notified when a new employee is eligible for a computer. A laptop and related hardware* are purchased and the IIT office coordinates with the supervisor the delivery of the equipment. The employee is then added to the replacement schedule.

If a unit fills a vacancy, the existing computer will be used for the incoming employee if the computer is less than three years old. The unit has the option of getting a new computer if the computer has been in use for over three years or reusing the existing model for the new employee. The IIT office will provide guidance on the value of the machine. If the model is reused, it will retain its place in the replacement schedule. Units receiving new equipment may choose to keep their existing equipment, however the IIT Office will refrain from supporting the equipment when it no longer complies with campus security policies and procedures. The IIT office will utilize all returned machines for school needs. 

*Eligible hardware includes:

• Up to 2 monitors
• Keyboard
• Mouse
• Docking station
• Headset if needed
• Webcam if needed
• Miscellaneous cables

Replacements:
The IIT office, with assistance from the Business Office, will keep a list of faculty and staff that are eligible for this support. On an annual basis this office will contact a subset of the group to see if a replacement computer is needed. Options will include one Dell model and a Mac model plus related hardware equivalent to $1,500³.

Employees will have the option to the equivalent amount of funds that they can then supplement to purchase a more expensive model. All purchases will be processed by the IIT office to ensure that campus required software is installed.

If an employee decides not to get a new computer when they are eligible, they will be added to the schedule for the following year. If employees require a new computer or hardware before their scheduled year, they should contact the IIT office to troubleshoot their issues. The IIT office will order new equipment if needed and adjust the schedule accordingly.

1Employees whose appointments are funded on sponsored funding and/or Graduate Assistants should work with their supervisor/advisor for their computer needs. Employees in these groups who need a temporary computer may contact the IIT office to see if one is available.

2These computer purchases should still be processed through the IIT office to ensure all required software is installed. 

3Program will be reviewed annually to determine if the equipment included and the price associated with that equipment is adequate.