Computer Reallocation Policy

Policy Statement

All computers replaced via College of Arts and Sciences purchasing or replacement activity will be collected, redistributed and/or recycled through the CAS Computing Services Office.

Reason for the Policy

Personal computers within the College are both a valuable asset and potential security risk. For these reasons, the College must tightly control the distribution of personal computers. The best method of doing so is to centralize the reallocation process in the facility, and with the staff, best equipped to do so efficiently and in compliance with the University's recommended practices.

Applicability of the Policy

This policy applies to all computers purchased with University or College funds, and all faculty and staff of the College of Arts and Sciences.

Policy Elaboration

The College is under obligation to protect its assets and to ensure the security of information under the requirements of FERPA, HIPAA and any other applicable privacy policies. Additionally, the College is under obligation to provide adequate personal computer support to faculty and staff in support of their research, educational and administrative activities.

Previously departments within the College managed their own pool of personal computers and redistributed them as needed internally. Issues arose around the fact that our departments do not necessarily have the time or skills required to ensure that these machines are secure, that potentially sensitive data has been removed from them between users, and that proper maintenance has been performed. Secondarily, some departments would allow faculty to retain their old equipment, even to take UVM owned machines off campus, thereby unnecessarily expanding the pool of supported machines that CAS Computing Services was responsible for, and reducing our ability to capitalize on our computer investment unit-wide. Because departments could only manage the pool of machines within their domain, some users would receive completely inadequate equipment when better systems were available, and perhaps disposed of, from other "better off" departments.

By centralizing personal computer management and redistribution within CAS Computing Services, we can ensure that a) sensitive data is removed from hard drives prior to either redistribution or disposal, b) that obsolete equipment is removed from the "system" and the best available equipment is in the hands of those who need it, c) that proper maintenance is performed on each system, and d) that the most recent appropriate software is on the machines.

Definitions

FERPA - Family Education Rights and Privacy Act
http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html

HIPAA - Health Information Portability and Accountability Act
http://www.hhs.gov/ocr/privacy/

Procedures

When a computer is "replaced" by the normal purchasing cycles already established within the College (our IT Annual Purchase and our Computer Teaching Lab replacement process), CAS Computing Services will collect the old machines in their offices, securely wipe and dispose of those machines that are no longer viable, and securely wipe and rebuild machines that are still usable.

Departments within the College with personnel in need of computers should make their needs known to CAS Computing Services and an appropriate machine will be delivered and set up for the target user. Due to limited availability, CAS Computing Services will need to prioritize recipients and some users may be required to share equipment.

In all cases, the Department is under obligation to provide UVM sanctioned network connectivity for all personal computers within their domain.
Additionally, departments should consider computer availability during the resource-planning portion of building their next academic year course schedules. Departments should identify those FTEs for which a computer is not available and bring them to the attention of CAS Computing Services well in advance of the start of the fall semester.

Contacts

CAS Computing Services
656-7971
http://footprints.uvm.edu/ashelp.html

Linda Burnham
Business Operations Manager
College of Arts and Sciences
656-2004
linda.burnham@uvm.edu

Related Documents / Policies

CAS IT Annual Purchase Program
http://www.uvm.edu/artsandsciences/computingsvs/getacomputer/itap

CAS Computer Teaching Labs
http://www.uvm.edu/artsandsciences/computingsvs/teachlab/?Page=replacement/default.html

Effective Date

October 15, 2009