I.T. Policy for Academic Registry
This document comprises the central I.T. policy for Academic Registry.
1. Provision
It is recognised that access to a PC is a requirement of every post within Academic Registry and the Department will provide equipment which will allow all staff to carry out their responsibilities adequately.
Before the start of each financial year, Section Heads must inform the Departmental Computing Officer (DCO) of any new, permanent posts they are expecting so that the budget for PCs and IT Services Charges can be planned accordingly. When new posts are created you should build into the costs the direct costs of a new workstation. If additional funding is allocated on this basis, managers must ensure that the relevant funds are made available to the DCO.
At the commencement (or as soon as possible thereafter) of employment an employee will have access to either:
a) A desktop PC (either new or from existing provision), which will be connected to the University Network (referred to as a Supported Connection)
OR
b) Where essential, a Laptop PC (at the discretion of a Section Head and in consultation with the DCO), capable of being connected to the University Network
Where a Section has a laptop which is available for staff to use on an ad hoc basis, it is recommended that it too should be capable of being connected to the University Network. Connection should be either to the Local Area Network via a physical connection or (where possible) via a wireless connection rather than stand alone.
Apple Mac PCs and Laptops will not be purchased unless they are an essential requirement of the post and can be maintained by the Section. Apple Macs are not supported by the DCO or IT Services either in terms of software or maintenance.
All equipment must be purchased within the guidelines set out below and the DCO (if not already involved) should be informed of the make/model, serial number and network location point of any equipment through the return of an updated inventory (See point 5)
Equipment should be connected by the Section IT Contact, as PC equipment is now relatively straight-forward. In extreme circumstances, the DCO will be available to assist.
2. Software
All PCs purchased with a supported connection (See point 8) will be pre-installed by IT Services with software that corresponds with the Campus Agreement. Any additional software requirements will be the responsibility of the individual Section who will need to purchase the necessary licences from IT Services in accordance with their procedures.
NOTE: Some additional software packages are available through “Advertised Programs” and these are available through campus licence agreements. Please check what is available before purchasing additional software.
3. Printers
All users will have access to a networked printer. The make and model will be determined from time to time by the DCO in consultation with IT Services.
Whilst it is recognised that there may be exceptional circumstances where a desktop printer is required this is NOT recommended. The associated costs of running a desktop printer are almost double the price per copy of a networked printer and they take up valuable desk space. There is also limited support available from IT Services on the connection and maintenance of desktop printers.
4. Warranties
All PCs supplied by IT Services carry a three year manufacturer warranty. It is assumed that as part of our planned replacement programme this warranty will be extended (by the Department) by a further year as a minimum.
Printers will normally carry a one year manufacturer warranty as standard. This should be extended to three years at the point of purchase as it ensures a higher standard of cover at a lower price. It is assumed that this will be extended for a further three years upon expiry.
5. Inventory
The DCO has overall responsibility for the maintenance of a centrally held inventory of all computer equipment in Academic Registry. This information is relayed to IT Services for the updating of University-wide Network and Maintenance Databases and for calculating annual Supported Software and Network Charges (see point 7). Individual Sections will be responsible for maintaining their own part of the inventory. Whilst periodic audits of equipment will be carried out it is the responsibility of Section Heads to ensure that alterations to the inventory are reported to the DCO in a timely manner.
This inventory will also be used in the Planned Replacement Process (see point 6)
6. Planned Replacement Process
The DCO, in consultation with the Registrar, will determine the frequency of the planned replacement programme of both PCs and printers. The Planned Replacement Programme will be funded by the DCO’s central IT budget and should not, unless there are exceptional requirements, require the use of Section funds.
Currently, PCs are considered for replacement after FOUR years and printers after SIX years. Replacements are considered on an individual basis and only replaced where essential.
At the start of each financial year each Section will be informed of the PCs and Printers that will be eligible for renewal. Each Section will then be asked to request replacements and a decision made by the Registrar and the DCO on essential replacements. The budget will not cover the replacement of all PCs over 4 years old but PCs will be recycled and rotated where possible.
The specification of IT equipment purchased will be determined using advice of IT Services to ensure that it is comparable and compatible with other campus equipment and capable of running supported software. At the point of ordering, Sections will be informed of the specification currently being ordered.
7. Purchasing Equipment outside of the planned replacement.
In exceptional circumstances (e.g. change of job specification, new software requirements etc.) it may be necessary either to purchase or upgrade a PC outside the above schedule. This should be done in consultation with the DCO and in the case of purchase, existing equipment should be released to the DCO for re-deployment in another area of the department.
Any replacement of extra equipment needed following a workstation assessment or for Health reasons needs to be purchased using Section funds. (Please also see points 12 and 13 for further information)
Equipment purchased from Section funds outside of the planned replacement schedule is still governed by certain procedures.
The University has signed up to a National Notebook Agreement which means that PCs and printers are only purchased from specific suppliers. See http://www.york.ac.uk/it-services/it/purchasing/ for further details. All ordering of PCs and printers MUST be done through IT Services and in consultation with the DCO.
Laptops can be purchased without the need to involve IT Services if the machine is not to be connected via a hard wire connection to the Local Area Network. Laptops should only be purchased through Getech via our account manager (see Appendix One). IT Services do need to be informed of any machines purchased in terms of warranty: contact .
The DCO MUST be informed of any purchase and the Section’s inventory updated accordingly (See point 5).
8. Network Charges and Supported Software Charges
There are two charges raised against the use of computers on Campus
i) Network Charges – these relate to physical connections to the University Network. The charge is levied against “live” connections (regardless of whether they are in use or not) as monitored by IT Services.
ii) Supported Software Charges – these relate to the provision of centrally supplied software and are levied on a “per computer” basis – again regardless of whether or not they are in use.
The DCO will meet both of these charges from the central IT budget, but it is important that any inventory changes are made on Section’s inventories (See point 5) and are reported to the DCO at the earliest possible instance so that accurate records are maintained.
9. Insurance
The Annual Insurance Renewal for IT Equipment (printers, PCs and laptops) will be compiled and returned by the DCO using the inventories maintained by the Sections.
Each Section is responsible for returning details of other non-IT office electrical equipment to Jacky Glanville when requested to do so (faxes, water-coolers, mobile phones, PDAs etc).
Please note that laptops are not insured by the University whilst off-site and separate laptop insurance may need to be taken out by Sections if laptops are regularly used off the premises. Other departments have recommended a company called ‘CompuCover’ for this purpose. Please refer to the University’s Insurance pages at http://www.york.ac.uk/admin/hsas/insurance/.
10. Training
All members of Academic Registry have access to training on all aspects of computer use. IT Services mounts a regular calendar of training events and all members of staff are encouraged to take advantage of these.
11. Fault Reporting and Support
In the event of a problem or fault, the DCO web pages at http://www.york.ac.uk/admin/sro/dcoindex.htm should be consulted in the first instance by all members of staff. In the event of an actual fault, there are two courses of action:
i) Software Faults – In the event of a software fault, the first point of contact should be the IT Services Information Desk (ext 3838).
ii) Hardware Faults - Each Section has identified a member of staff within their area to whom first point of call IT-related issues will be delegated http://www.york.ac.uk/admin/sro/ITcontacts.htm. This person is responsible for liaising with IT Services and where instructed, arranging engineers visits. Where the engineer requires parts or advises a replacement, the DCO will be consulted.
12. Disabled Access
It is important that any special access requirements arising from a disability (whether temporary or enduring) are taken into account in ensuring appropriate access to IT equipment. Advice should be sought from Disability Services and the Department of Facilities Management if office moves are involved. There may be special funds available from Disability Services to meet DDA requirements.
13. Health and Safety
Similarly it is important that regular checks are made to ensure that staff are able to comply with H&S requirements in respect of their own health and safety (e.g. having an appropriate screen, mouse, chair etc). Again, in some circumstances, special funding may be available through Disability Services. All staff should be trained to make their own work station assessments with periodic checks across Sections.
Kate Dodd, Academic Registrar
James Beeken, Departmental Computing Officer
December 2010
Appendix One
Typical Specification
The equipment specifications below are intended as a guide only. Equipment specifications are subject to manufacturers’ change. IT Services may also change specifications at short notice. Please consult the DCO web pages at http://www.york.ac.uk/admin/sro/dcoindex.htm for the most up to date version.
Personal Computer
Intel DQ57TM Motherboard, Medium Tower Case – Black, Intel Core I3 I3-540 CPU, 2GB 1066MHz PC3-8500 DDR3 Memory, 160Gb Serial ATA HDD, No Floppy Drive, Integrated Intel GMA 300 Graphics, Serial ATA Multi Format DVD-W/CD-RW – Black, CyberLink PowerDVD V7, Integrated High Definition Audio, Integrated Gigabit Ethernet Adapter, Microsoft IntelliMouse Optical – Black, Viglen 105 Soft Touch Keyboard – Black, Liyama Prolite B1906 19" MMM TFT Hgt/Adj DVI, 300W ATX 2.2 PSU
Laptop Computers
IT Services will only support Toshiba models. Getech offer monthly deals on their laptops: http://www.getech.co.uk/educ/pricing/toshiba/lupctoshpricing.pdf
It is recommended that a Toshiba laptop from the Tecra or Portege Range affords sufficient specification for most users. The actual specification will be done in consultation with the DCO and individual users.
Printer
Hewlett Packard models are supported by IT Services.
The HP website has a tool that can help to select the printer most adept to your needs: http://h10010.www1.hp.com/wwpc/uk/en/sm/WF02a/18972-18972-3328059.html
Follow the link to ‘help me choose a printer’ from the left-hand menu.
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