Employee Hardware Policy

Hardware Eligibility & Allocation

Each University-paid Extension employee is eligible for one primary endpoint device and one standard peripheral kit.

• Exclusions: The following are not automatically eligible for an endpoint device: emeritus staff, zero-dollar appointments, and personnel whose primary endpoint devices are funded and managed by an external entity (such as a county, tribe, or non-Extension campus IT unit). Student employees may be required to share endpoints or use a virtual desktop.
• Additional Hardware: Any additional hardware or peripherals beyond the standard allocation require consultation with Extension’s designated IT procurement contact, unit funding (see Financial Responsibility Section), and approval by the relevant Assistant Dean or Associate Dean or their designee.

Hardware Procurement and Asset Management

• Procurement: All Extension-managed endpoint devices must be approved, purchased, and configured exclusively through Extension's designated IT procurement contact. Independent hardware purchases are prohibited.
• Ownership: All Extension-Managed hardware remains University property and cannot be purchased for personal use or gifted to departing employees. Grant-funded hardware must comply with grant requirements for ownership and transfer. 
• Returns: Employees must return any Extension-owned and managed hardware and accessories that have been replaced within 30 days. Extension-managed hardware and accessories should be returned to Extension as part of the Employee Offboarding process. Failure to do so will have legal/law enforcement implications consistent with campus practices. Employees are responsible for any costs associated with returning their equipment, including shipping and handling costs where applicable. 

Platform and Role-Based Standards

Extension assigns hardware based on current DoIT standards in alignment with the needs of each role. The default divisional hardware platform is a Windows laptop.

Any hardware request that does not align with a role's standard configuration requires consultation with Extension's IT procurement contact, unit funding for expenses over the standard cost, and approval of the relevant Assistant Dean or Associate Dean or their designee.

Loaner and Short-Term Use Hardware

Extension maintains temporary loaner hardware for short-term institutional use. All loaner devices must comply with the standard security guidelines established in this policy. All loaners must be returned promptly by the employee at the end of the loan period. 

Security Compliance

All devices accessing university systems or data must comply with campus cybersecurity standards, regardless of whether they are Extension-managed or non-Extension managed. If technical constraints or a specific system configuration prevents your Endpoint Device from aligning directly with university security baselines, a formal consultation is required.

• Enforcement: Access to Extension and University digital resources will be restricted for any device found to be non-compliant. If an endpoint exhibits a critical security vulnerability or clear non-compliance with campus safety baselines, standard network access safeguards may be adjusted immediately.
• Technical Details: Specific compliance requirements are maintained in the Hardware Security Standards: How-To Guide reference document.

Financial Responsibility

Central Funding: Covers the standard primary device, standard peripherals, and associated campus node fees for Base-Funded Staff.

Unit Funding: Required for Soft-Funded Staff hardware costs and node fees. Unit funding is also required for secondary devices, and the cost difference for any upgrades from the standard device or specialized hardware devices that are not strictly necessary for the employee to complete their work.

Lifecycle and Maintenance