Approving University Official(s): University Cabinet
Responsible Office: University Technology
Effective Date: 6/4/2019
Next review date: 6/1/2020
University Technology is given a budget intended to provide each eligible Full-Time faculty and staff member with a university standard computer and telephone. Non-standard computers, peripheral devices, phones and costs of technology assets for Part-Time employees, contractors, student employees, and public stations fall outside this budget and are the financial responsibility of the requesting department.
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Employees of the University.
Standard computer: A desktop with single monitor, keyboard and mouse or a laptop falling under the budget defined for the current fiscal year.
Standard phone: A ShoreTel IP phone with 8 possible call appearances.
Non-standard equipment: Equipment that does not fall within the standards covered by the budget defined for the current fiscal year. Any cost beyond the standard budget will incur a charge to the requesting department.
Peripheral devices: Equipment not covered as part of the standard technology equipment. This includes, but is not limited to, printers, scanners, additional monitors, docking stations, video adapters, etc.
New employee: An employee newly hired by the University, or moving from one position to another.
New position: A position that did not formerly exist at the University but which is not replacing an existing position.
While we endeavor to complete the procurement and upgrade processes as quickly as possible, the entire process may take three months depending on current computer inventory, order/shipment status, workload, and the number of pending requests.
To initiate technology asset assignment for a new employee, please fill out the Technology Needs form. You must be logged in to complete this request form.
A new position will be assigned the standard Windows-based desktop computer, a single monitor, a keyboard, a mouse, and a telephone. Any requests for something other than the standard equipment will incur charges to the requesting department.
If an appropriate asset is available from inventory, that used asset will be issued.
Desktops and telephones are eligible for return and upgrade five (5) years from the date of purchase. To initiate a review of your current equipment’s eligibility for upgrade, please go to Upgrade Equipment Request to fill out the upgrade request. You must be logged in to complete this request form. Please note the following about filling in the fields for your request ticket:
When you receive your new equipment, please note that the old equipment will be removed and processed for electronics recycling. Equipment obtained through this program must also be returned to University Technology when an employee leaves the position.
If your department identifies a need for equipment not covered by the full-time, standard equipment procurement policy, the department can request equipment that will be charged to the requesting department’s budget. Costs for computers or phones, as well as any peripheral devices, for Part-Time employees, contractors, student employees, and public stations are the responsibility of your department. Similarly, secondary computers for Full-Time employees are also the responsibility of your department.
To initiate a departmental equipment purchase, please fill out the Departmental Equipment Purchase Form. You must be logged in to complete this request form. Please note the following about filling in the fields for your request ticket:
If you have any questions about whether you will be able to use specific administrative apps, please visit the What do I need to run my application? page on U-KNOW. If you have any questions about being able to use a Mac after consulting that page, please consult with the Enterprise Technology Center or your supervisor to ensure that you will be able to do your work effectively.
At the end of its lifecycle, this equipment can be returned to University Technology for electronics recycling. A scrap pickup request can be initiated using this form. UT will work with Facilities for electronics recycling. If the department wishes to replace the equipment, they can follow the procedure above to request a new purchase.
When a position is vacated (due to factors such as retirement, a move to another department within Drew, a move to a position outside of Drew, etc.), the equipment assigned to that position must be returned to University Technology.
To schedule pickup of this equipment (including but not limited to desktop computers, monitors, phones, Duo tokens, etc.), please log a ticket here identifying where the equipment is and how early it can be picked up.
If you would like to check the status of an existing request, please visit help.drew.edu for your ticket.
Questions regarding this Policy can be directed to the University Technology Helpdesk via phone, 973-408-4357, or email, firstname.lastname@example.org.
This policy supersedes the Computer Upgrade Policy and Departmental Purchase Policy that have been in effect, though amended, since approximately 1984.