Policy Owner: Information Technology Department

Policy Purpose

The purpose of the Computer Standardization Policy is to support and enhance Florida Institute of Technology (Florida Tech)'s missions and administrative functions. This policy aims to ensure high productivity for all university employees by standardizing computing capabilities in a secure and cost-effective manner. The policy facilitates planning for future computing needs, secures favorable pricing on selected models, streamlines procurement processes, ensures technology compatibility, and minimizes maintenance and support efforts. It also helps in regulatory compliance and provides a systematic approach to acquiring and retiring computer equipment.

Policy Scope

This policy applies to all Florida Tech employees, including temporary workers and individuals granted access to IT systems and services, both on-site and remotely. Computers purchased before the policy's effective date may continue in use until the end of their lifecycle, provided they comply with the configuration, lifecycle, warranty, and disposal requirements outlined in this policy.

Policy Statement

All computer equipment for Florida Tech must be procured from the university's Computer Standards List. This list includes standardized vendor models, hardware configurations, recommended lifecycles, and use cases. University funds may be used to purchase one (1) standard desktop computer or one (1) laptop with a docking station and external monitor per employee. Additional standard computers may be purchased for a single employee using externally derived research funds, subject to the Non-Standard Computer Equipment and Inventory process.

Procedures/Guidelines

1. Standardized Computers:
   • Computers must be selected from the Computer Standards List, which includes pre-negotiated pricing available through the Florida Tech Marketplace.
   • Exceptions to standard equipment must follow the Non-Standard Computer Equipment and Inventory process, requiring mission-specific justification and approval from designated authorities.
2. One Computer Per Employee:
   • University funds may be used to purchase one (1) standard computer per employee, with replacements allowed at the end of the documented lifecycle or if the device malfunctions beyond repair or warranty coverage.
3. Procurement/Acquisition:
   • Personal purchases of computer equipment are not reimbursable as personal expenses.
4. Equipment Lifecycle:
   • Departments are encouraged to follow lifecycle limits specified in the Computer Standards List for purchasing, operating, and retiring computer equipment. Decommissioned computers must be returned to FIT IT for secure disposal.
5. Equipment Warranty:
   • All computer equipment must include a suitable warranty and/or support options to minimize premature replacement costs.
6. System Disposal:
   • University-owned computer equipment must be returned to FIT Information Technology for secure disposal, ensuring compliance with data protection standards.

Definitions

• Computers: All variations (desktops, laptops, notebooks, etc.) owned by Florida Institute of Technology and used for job functions or instructional purposes.
• Externally Derived Research Funds: University accounts categorized as such for research activities.
• Internally Derived Research Funds: All other funds designated for research activities, including internally funded research grants, center, and startup funds.
• University Funds: All funding sources within the PeopleSoft financial system not defined as internally or externally derived research funds.

Responsibilities

The Information Technology Department is responsible for implementing and managing this policy. Departments and individuals are responsible for adhering to the policy and ensuring compliance within their respective areas.

Enforcement

Non-compliance with this policy may result in disciplinary action, including but not limited to loss of access to university IT resources. All stakeholders are expected to uphold the policy within their areas of responsibility.