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Technology equipment and software: how to get/fix/replace and your responsibilities for it

The basics:

Faculty

The College provides teaching faculty members with half-time or greater appointments with a personal computer and software that meet teaching, research, and project requirements within the limits of the College’s standard technology specifications and budget. Faculty members may choose either a MacBook or HP notebook, or iMac or HP desktop, and may acquire specialized configurations.  Faculty on approved research or study leave may take their equipment with them while on leave.

Staff

The College provides equipment through the staff member’s department.  Typically, staff members are given a computer that is standard for the given department and position.   

Everyone

Technology Services acquires, inventories, configures, and sets up the equipment and assists in moving data files from old devices to new devices as necessary.

College-provided computer equipment remains the property of the College and is returned to the College’s equipment pool at time of upgrade or at the end of employment (see additional information for faculty retirees).

You are responsible for the safe keeping of the equipment the College provides to you. While some equipment has one-year or extended warranties that cover failure of most components, equipment is not covered by accidental damage or loss insurance (this would cover repairs needed due to spills, being left in the cold, drops, other accidents or negligence, or loss or theft). 

If you would like to use grant funds, start-up funds, or departmental funds to purchase technology, please contact Jon Breitenbucher, Director of Educational Technology at (jbreitenbucher@wooster.edu) for Faculty purchases or Vince DiScipio, Director of Technology Services at (vdiscipio@wooster.edu) for Staff purchases. IT has established partnerships with vendors to offer educational pricing.

Computers & Peripherals

Provided Through Information Technology Budget

Teaching Faculty

Contact: Educational Technology (Jon Breitenbucher)

Computer
  • Provided for “half-time or greater” appointments
  • Tenured & tenure track: provided new system; 4 year cycle replacement
  • Visiting: provided from existing inventory
Peripherals (monitors, Keyboards, mice, docking stations, etc.)
  • Provided for desktops
  • May be provided in cycle upgrade for notebooks depending on unit cost of computer system
Memory & Hard Drive Upgrades *
  • Provided in year 2 or 3 of cycle if required

Other Faculty & Staff

Contact: Technology Services (Joel Bosler-Kilmer)

Memory & Hard Drive Upgrades *
  • Provided in year 3 or 4 of cycle if required

Classrooms

Contact: Technology Services (Dan Krites)

Computer
  • Computer that is part of classroom media set up
Peripherals (monitors, keyboards, mice, docking stations, etc.)
  • Monitor that is part of classroom set up

Computer & Peripherals

PROVIDED THROUGH DIVISIONAL OR DEPARTMENT BUDGETS, ANNUAL CAPITAL EQUIPMENT REQUESTS, GRANTS, OR OTHER FUNDING OUTSIDE IT

Teaching Faculty

Contact: Educational Technology (Jon Breitenbucher)

Computer
  • Faculty start-up equipment
  • Upgrades to cycle replacement system beyond standard system allowance
  • upgrades or alternative system configurations for ADA accommodation
Peripherals (monitors, keyboards, mice, docking stations, etc.)
  • If not possible in cycle upgrade or requested outside cycle upgrade
  • Provided through division or other funding
  • If required for ADA accommodation
  • Provided through division or other funding if not included with computer
  • Provided through division, department or other funding
Memory & Hard Drive Upgrades
  • For equipment initially funded through a source outside the IT budget
  • Departmental computers or second or subsequent computing device issued to employee

Other Faculty

Contact: Technology Services (Joel Bosler-Kilmer)

Computers
  • one computing device  to each employee where such devices are essential for the employee to fulfill responsibilities* upgrades or alternative system configurations for ADA accommodations[funding allocated to Cabinet division-level budgets spring 2015]

Classrooms

Contact: Technology Services (Dan Krites)

Computer
  • Classroom/teaching space computer labs & spaces [capital request]
  • Classroom Stewards Projects
  • Capital (new building or renovation) project spaces
  • Faculty start-up equipment
  • Departmental computer labs
  • Computer/technology for departmental research labs or studios
  • Equipment initially funded through grants or capital projects/equipment
Memory & Hard Drive Upgrades

Any upgrades to classroom equipment of the types listed above

Departmental Labs & Spaces

Contact: Educational Technology (Jon Breitenbucher)

Memory & Hard Drive Upgrades
  • Any upgrades to the equipment listed above

Computer & Peripheral Repairs

Contact: Technology Services (John Shatzer)

  • Damage or equipment or component failure resulting improper use, intentional damage, or damage by someone other than the employee to whom the system is issued
  • Second and subsequent battery replacements
  • “After the first” accidental damage repair
  • Replacement mice, keyboards, docking stations if not available in IT’s “gently used” inventory

*One per already issued computer system if required.  No system five years or older will be upgraded.   If required, occurs in year 2 or 3 from the year the system was issued as new. IT will cover the cost of the upgrade IF IT determines that the upgraded system can be used for an additional 1-2 years after the system is replaced through cycle upgrade and that the upgrade will, in fact, resolve performance issues.  If IT determines that the upgraded system cannot be used for an additional 1-2 years and the user still wants to upgrade, the user needs to find a funding source for the upgrade other than through IT.

Software

Provided Through Information Technology Budget

Campus Wide

Contact: Technology Services (Vince DiScipio)

  • All
Academic

Contact: Educational Technology (Jon Breitenbucher)

  • Most
Administrative

Contact: Applications Development (Tabby Conwell)

  • Colleague & partner applications; multi-area applications

Printers & Copiers

Contact: Technology Services (Vince DiScipio)

PROVIDED THROUGH INFORMATION TECHNOLOGY BUDGET

  • Printers and multi-function devices through our campus contract that are located in public spaces (CoRE, Wired Scot)

PROVIDED THROUGH DIVISIONAL OR DEPARTMENT BUDGETS, ANNUAL CAPITAL EQUIPMENT REQUESTS, GRANTS, OR OTHER FUNDING OUTSIDE IT

  • Printers and multi-function devices through our campus contract that are located in spaces to which access is controlled or to which printing/use is limited to a group of individuals. (Budgets to be transferred to cabinet divisions during FY17)  Copiers and printers owned by departments.

Media Equipment (Projectors, LEDs, control units, dvd players, etc.)

Contact: Technology Services (Vince DiScipio)

PROVIDED THROUGH INFORMATION TECHNOLOGY BUDGET

  • Standard configurations in primarily classroom buildings (on cycle replacement

PROVIDED THROUGH DIVISIONAL OR DEPARTMENT BUDGETS, ANNUAL CAPITAL EQUIPMENT REQUESTS, GRANTS, OR OTHER FUNDING OUTSIDE IT

  • Specialized locations in academic facilities; libraries’ classrooms and labs

Repairs, Lost, Stolen, or Accidentally Damaged

Contact: Technology Services (John Shatzer)

PROVIDED THROUGH INFORMATION TECHNOLOGY BUDGET

  • All computer and monitor failures under warranty
  • All computer and monitor failures under extended warranty, if applicable
  • All computer and monitor failures outside warranty, except for repairs resulting from improper use or intentional damage, or damage by someone other than the employee to whom the system is issued*
  • All notebook computer accidental damage repairs (limited to one incident per system)*
  • “Recalled” computers or monitors (manufacturer recall or IT determination that batch of equipment is “lemons”)
  • Replacement of worn or broken or failed power supplies provided not accidentally damaged (cat chewed cable), improperly used,   or intentionally damaged
  • Replacement of batteries (1 per system per user)
  • Replacement of mice, keyboards, docking stations if in IT “gently used” stock (these are considered “consumables” given wear and tear) 

    *  As long as the repair does not exceed the cost of a replacement device, or the current value of the damaged device

PROVIDED THROUGH DIVISIONAL OR DEPARTMENT BUDGETS, ANNUAL CAPITAL EQUIPMENT REQUESTS, GRANTS, OR OTHER FUNDING OUTSIDE IT

  • Damage or equipment or component failure resulting improper use, intentional damage, or damage by someone other than the employee to whom the system is issued
  • Second and subsequent battery replacements
  • “After the first” accidental damage repair
  • Replacement mice, keyboards, docking stations if not available in IT’s “gently used” inventory

PROVIDED THROUGH THE COLLEGE’S INSURANCE DEDUCTIBLE BUDGET (VPFB)

  • Lost or stolen computer or tablet  [contact John Shatzer for how to make a claim]
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