University Owned Computers

All workstations purchased with centralized funds, research, department or other funds (i.e., startup) are university-owned computers. This includes workstations in research labs and in self-supported centers, institutes, labs. 

ITS Policy for University Owned Computers   

All University-owned computers are expected to:

The users of university-owned computers, including researchers, faculty, staff, students, including those in self-supported centers, institutes, labs and TCs, must logon with their NetID.

University Asset Inventory

ITS maintains a university-wide asset inventory of all University-owned workstations—regardless of the funding source for the workstation. This asset inventory will be used to facilitate the 6-year cyclical replacement for centrally funded computers.  

Funding Sources for University-Owned Computers

Centrally-Funded Computers

• ITS will centrally fund one computer per State-funded faculty or staff, including new faculty/staff

• ITS will replace one centrally funded workstation on a 6-year replacement cycle, unless when exceptions are needed, (exceptions to be considered: the cost to repair versus the remaining lifecycle of the machine)

Other-Funded Computers

• Even in Other-funded cases are listed in Centralized Funding Model for Computers FAQs

• In cases where the a computer is not centrally funded, :

  • Start by requesting a computer/quote from ITS

  • ITS will provide a quote, receive the order, ensure the assets are tagged and added to the ITS-managed inventory, and deploy the workstation.

   

  • The grant or departmental funding source will be charged-back

  or recharged

  • for the purchase.

   

• Computers to be purchased with RF funds will request a quote from ITS.

• Research Foundation-, UAlbany Foundation-, and Auxiliary Services-funded staff positions will require departmental, research, or other funding source for the computer purchase

• If multiple computers are needed, departmental or research funds will be responsible for funding additional computers.

• Faculty/staff requiring their computer be replaced earlier than every 6 years will require an identified funding source.

• Faculty/staff requiring a special order to obtain a customization will require an identified funding source.

• Computers required for research labs or research grant commitments will require a departmental or research funding source.

• For Research Foundation purchases, ITS will provide a quote to PIs and RF Purchasing for the PI submit to RF Purchasing to order

Standard Configurations

• ITS will provide standard computer configurations

• ITS will purchase standard configuration computers in bulk and keep them in stock

• Even in cases where the computer is not centrally funded, ITS will provide a quote, receive the order, ensure the assets are tagged and enter the computer into the ITS-managed inventory.  The grant or departmental funding source will be charged-back or recharged for the purchase.  

• Computers to be purchased with RF funds should request a quote from ITS

• ITS will securely surplus or scrap replaced computers with the Office of Asset Management

• Other funding can purchase one of the standard bundles with a department re-charge. Delivery turnaround time will be faster as ITS has the standard bundle in stock.

Other funded specification recommendation

• Warranty

  • Reason for:

    • 5-year hardware warranty for Desktop and Laptop, when available

    • Accidental (hardware damage: drop) for Laptop

    • Covers the potential cost of repairs over the expected lifetime of the device. Computers without warranty coverage that are broken will typically need to be replaced.

• Enterprise level hardware

  • Reason for:

    • Enterprise level hardware is higher quality and more reliable

    • Enterprise level hardware support methods are consistent and predictable

  • Examples

    • Dell - Latitude or OptiPlex

    • Apple - iMac or MacBook Pro

• Recommended operating systems

  • https://albany.atlassian.net/l/cp/MgoD0V80

• Coordinate all computer purchases through ITS

Support Services

• ITS provides support to all University-owned computers

• ITS will securely surplus or scrap replaced computers with the Office of Asset Management