ISIS Computer Lifecycle Refresh Policy

 

Effective: October 18, 2019 

Last Updated: February 27, 2023 

Rationale

The use of up-to-date technology contributes to the effectiveness and efficiency of ISIS faculty, staff, and students in both technical and administrative roles. Out-of-date computers may become burdensome to maintain and support, and can negatively impact productivity. This policy is intended to ensure that computers are eligible for replacement on a standard cycle and that older machines are properly disposed of or maintained in inventory, as appropriate. Specifically, this policy outlines the conditions under which the ISIS Operating Budget will support the replacement of a desktop or laptop for faculty, staff, and graduate students. 

Applicability

This policy applies to ISIS tenure-track and non-tenure-track faculty, administrative and research staff, and graduate students. This policy supplements the School of Engineering’s Computer Lifecycle Refresh Program for faculty and staff—i.e., faculty and staff may be eligible for a new computer under one or both policies in a given year. This policy is limited to purchases made on the ISIS Operating Budget and does not apply to purchases on projects, other unrestricted funding sources, or other departmental budgets. This policy does not apply to undergraduate students. 

Timeline 

All ISIS faculty, staff, and students shall be eligible for the purchase of a primary computer (either desktop or laptop) on the ISIS Operating Budget every four years. A year is defined by the Vanderbilt fiscal year, which runs from July 1 to June 30. 

Expectations

  • Purchases on the Operating Budget shall be limited to a maximum of $2,500 inclusive of accessories. Purchases in excess of this amount must be supported by other unrestricted funding sources. 
  • All computers purchased on the Operating Budget shall include a minimum three-year warranty. 
  • All computers purchased on the Operating Budget should be of standard configuration and purchased from known vendors (e.g., Dell, Apple). For the purpose of this policy, “standard configuration” means a configuration designated by ISIS IT to meet general requirements. Special hardware features and non-standard software must be purchased with project funds or other unrestricted funding sources (e.g., start-up funding, faculty development fund, endowed chair, etc.). Hardware or software that is non-standard but increasingly used by various projects may be purchased on the Operating Budget only if supported by a technical justification including a plan for maintenance and support and must be approved by the ISIS IT team and the Director. 
  • All computers purchased on the Operating Budget shall be entered into a common inventory and shall not be regarded as “person-specific.” When the owner leaves ISIS or obtains a replacement machine under this policy, the original machine shall be returned to the ISIS IT team for disposition—whether surplus, re-circulation, or storage. 
    • New students shall be provided with a primary computer upon arrival at ISIS. This computer may be a new purchase or a re-circulated machine, as appropriate. 
    • Purchases for new faculty and staff shall only be supported on the Operating Budget to the extent that funds are not available from the School of Engineering or other unrestricted funding sources. 

Exemptions 

Exemptions to this policy may be granted by the ISIS Director. 

Responsibility 

  • The ISIS IT team and Assistant Director are responsible for the planning and administration of this policy. 
  • The ISIS IT team is responsible for maintaining inventory and determining the disposition of the machines. 
  • The ISIS IT team will notify personnel eligible for replacement machines at the beginning of each fiscal year. 
  • Faculty, staff, and students shall be responsible for requesting the purchase of any new computer by submitting a ticket in Jira. 
  • Faculty, staff, and students shall be responsible for ensuring that all ISIS computers are returned to the IT staff after a replacement is received or before the faculty, staff, or student departs ISIS.