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Statement and Purpose


Table of Contents


The Centralized PC Purchasing Policy is the statement of rules and guidelines in place to best steward the Central PC Pool: all computing devices purchased with SPU funds . This policy is administered by Computer & Information Systems (CIS) to ensure that campus-owned computers remain up-to-date, well-configured, and supported for University use. The management of the  Central PC Pool saves the University thousands of dollars each year by formalizing computer  purchase and resale processes,  establishing standard configurations and vendors, and buying hardware in large bulk quantities. 

Permanent budget funds are allocated for each device in the Central PC Pool to fund software licensing, hardware maintenance, and future upgrades/refreshes for each device. CIS maintains standard configurations for these computers.

All computers must be purchased in coordination with CIS, through the Central PC Pool, unless granted an exception by CIS.

Reason for Policy

This policy is designed to:

  • Ensure Supportability - Device standardization helps reduce overall support costs of the University's PC fleet. 
  • Reduce Cost - Bulk purchase of standardized equipment reduces overall University technology costs. 
  • Improve Data Security - Central management ensures that devices are properly maintained and encrypted to provide consistent data security.
  • Manage Inventory - Keeping track of all University computing assets is important for financial planning and security.


Download Policy as PDF

More information on Faculty and Staff computer deployments can be found on the Computer Deployment 


Version: 1.1

Effective Date: July 12, 2002
Last Updated: July 24, 2019

Responsible Office:
Computer & Information Systems
Responsible Executive:  
AVP for Information Technology/CIO 

Support Benefits


Computing devices managed in the Central PC Pool have the following benefits:

  • Equipment Upgrades - CIS will upgrade computer equipment on a designated life cycle.
  • Installation of University Software - CIS-managed devices come pre-installed with Microsoft Office. Other applications are available for installation through SPU's Software Center.
  • Hardware Configuration and Maintenance
  • Enhanced Support
    • Full CIS Helpdesk Support - Email, call in, or drop off computer for technical and user support.
    • Equipment Repair - CIS manages warranty claims and repair of equipment due to breakage under normal use. 
    • Loaner Equipment - A small pool of machines are available in instances of hardware breakage.
  • Data Security - Hard drives of CIS-provided devices are encrypted to protect against data theft.  CIS also facilitates the installation of regular security patches and operating system upgrades.


Purchasing and Removing Computer Equipment


Contact the  CIS HelpDesk  or email  CIS-Purchasing@spu.edu  for assistance with procuring a computer . Your request will be routed to the necessary individuals for approval. 

Depending on the type of computer requested and its intended purpose, the hardware upgrade and replacement schedule may vary, but CIS-provided support will be consistent across all devices.

If CIS has available inventory for computer requests, we can deploy the computer(s) requested as soon as funds are transferred from the department's budget to CIS's budget. CIS's Accounting Team will initiate the necessary budget transfers.

Faculty/Staff Computers and Conference Rooms

All computers installed in faculty, staff, and administrative offices and conference rooms will be purchased through the Central PC Pool.  Adding a new computer to the pool, whether a laptop or a desktop, requires a department to fund both the

  • One-time costs to purchase the computer and any peripherals (the direct cost, plus taxes for the equipment cost).
  • Permanent budget transfer currently at $400 per computer for inclusion and support in the Central PC Pool.

Removing a Computer

You may retire and fully remove a faculty/staff or conference room computer from the Central PC Pool. Your department will be refunded the original $400 permanent transfer contributed, effective next fiscal year. The computer being removed must be returned to CIS for resale.

Contact the  CIS HelpDesk  or email  CIS-Purchasing@spu.edu to remove a funded computer device from the pool.

Devices Purchased With Grant Funds

Computers may be purchased with external grant funds and installed in offices or departments.  New computers purchased with "designated funds" (such as external grants) are purchased and deployed in the same manner as other systems in the Central PC Pool.

Instructional Classroom Podiums

The initial purchase of an instructional classroom podium must be funded either by the department it is primarily used by, or a capital project budget. CIS will provide the hardware upgrades for existing classroom podiums using funds from the Student Technology Fee.

Contact the CIS HelpDesk with further inquiries.

Academic Computer Labs

Computers specifically for student use in classrooms or lab spaces (open labs, general purpose labs, special discipline specific labs) are paid for by different pedagogical funding sources.

Adding a new Academic Lab machine may first require a budget enhancement to CIS.

Contact the CIS HelpDesk with further inquiries.  CIS Support for Computer Labs


Device Choice


The campus standards for computer form factor, operating system, and hardware configuration are used to meet functional requirements, long-term support and durability, and deliver the best value to the University.

Device Choice Limitations

Device selection is limited to reduce support costs. While a computer may cost only $1,500 to purchase, the industry average total cost of ownership (software, security, management, etc.) over 5 years is close to $5,000. Each CIS Technology Support Analyst is responsible for supporting 300+ computers. This volume of devices per person is only possible through management at scale of a uniform fleet of machines. Each exception dramatically increases overall operating expense. 

Employees with Two Central PC Pool-Supported Devices

Some employees are provided a primary device and a secondary device, both supported by the Central PC Pool. Decisions and funding for secondary devices are made at the departmental level.

Computer Peripherals and Accessories

Additional Monitors

The Central PC Pool provides one external monitor per desktop computer. Additional external monitors for laptops or desktops may be purchased through CIS at the department's expense. The faculty or staff person requesting an additional monitor should provide their department's budget number, with approval from their supervisor, to the CIS HelpDesk.

Docking Stations

If a user's sole device is a laptop or tablet, a docking station will be provided by CIS.

If a laptop or tablet is a user's secondary device, a docking station must be purchased through the CIS HelpDesk at the department's expense. The faculty or staff person requesting a docking station should provide their department's budget number, with approval from their supervisor, to the CIS HelpDesk.

Other Computer Peripherals

If any other computer peripheral items are required, please contact the CIS HelpDesk. A small selection of frequently requested items are kept in stock to provide to faculty and staff at no cost. Any computer peripheral not kept in stock should still be purchased through the CIS HelpDesk at the department's expense. The faculty or staff person requesting a computer peripheral item should provide their department's budget number, with approval from their supervisor, to the CIS HelpDesk.


Upgrade / Refresh Cycle


CIS uses funds from the Central PC Pool budget to refresh old equipment each year, starting with the oldest equipment managed by the pool.  The budget contains department contributions to the PC Pool and proceeds from the sale of used equipment.

Importance of Equipment Refresh

Labor support costs increase significantly as equipment ages. Supporting SPU's fleet of computers with limited staffing requires the upgrade of older equipment.  

Replacement Cycle Goals

Laptops and Tablets

The upgrade goal for laptops and tablets is every three years.


Desktops

The upgrade goal for desktops is every five years.

Some mid-term upgrades (RAM or hard drives) may occur to extend the useful life.

Macs  / Apple Computers 

The upgrade goal for Macs and Apple computers is every four to five years.

If a Mac is upgraded four years after its initial purchase, CIS can contribute $1,600 towards the replacement cost. The balance must be covered by the user's department.

If a Mac is upgraded five years after its initial purchase, CIS can contribute $2,000 towards the replacement cost. The balance must be covered by the user's department.

No PC Pool-supported computer is guaranteed to be upgraded within a specific frame of time. CIS keeps inventory records on all equipment in the Central PC Pool and can provide an estimated refresh cycle if requested.

Computer Depreciation and Resale


All equipment purchased and funded in the Central PC Pool is managed by CIS from the time of purchase until the time of disposal. Used equipment is sold and proceeds from the sale of outdated equipment are reinvested into the Central PC Pool budget to fund the purchase of new equipment. All depreciated equipment goes through data and software removal.

The majority of surplus equipment is sold in bulk quantities through a fixed bid process.  In some cases, a University employee may be given their computer at retirement.  In these cases, follow the same procedure for the sale of used equipment.

Faculty/Staff Purchase of Used Computers

As of October 2018, faculty and staff have the option to purchase the laptop or desktop that was issued to them from SPU when it is replaced. In doing so, ownership is transferred from the University to the individual, institutional data is removed from the computer, and the hard drive is decrypted.  The computer is no longer supported by the University and may not be used for University business or to store Institutional Data.

If you believe you are due to receive a computer hardware upgrade for your SPU-issued device soon and you would like to purchase your old device, please refer to the following steps:

  1. Email CIS-Purchasing@spu.edu or help@spu.edu with the network name and/or serial number of your device. A member of our accounting team will confirm its age and eligibility to be purchased from the University.
  2. When determined your device is eligible for personal purchase, our accounting team will provide you with the purchase price of the system.
  3. If you would like to proceed with purchasing your old system after learning its price, you must then provide a personal check addressed to SPU for the total amount and fill out a Transfer of University-Owned Equipment form. The form will need to be signed by yourself and your department head.
  4. After the personal check and paperwork are received, your old system must be given to the CIS HelpDesk. All university data and university licensed software will be removed, and the hard drive will be decrypted. When these steps are completed, the HelpDesk will return the device to you to begin using as a personal computer.


Lost, Stolen, or Damaged PC Pool Devices


Costs to replace lost, stolen, and accidentally damaged equipment are not covered by CIS. The SPU employee who is assigned a device is responsible for the safety and security of the device and the data contained therein. 

Lost or Stolen Device

In the event a laptop or desktop is lost or stolen:

  1. The employee responsible for the device must immediately notify Safety and Security, their department head, and the CIS HelpDesk.
  2. If the device is not recovered:
    1. the department head must provide the CIS HelpDesk with the budget number from which they would like to purchase a replacement computer.
    2. A temporary loaner device may be provided following the CIS HelpDesk's loaner device policy.
  3. After funds are transferred by the CIS Accounting Team, a new computer will be issued to said employee.

Physical Damage to a Device

In the event a laptop or desktop is physically damaged:

  1. The employee responsible for the device must immediately notify their department head and the CIS HelpDesk and/or bring their device to the CIS HelpDesk to assess damage.
  2. A permanent replacement computer will be provided.
  3. The CIS Accounting Team will submit the damaged device to the vendor for repair.
  4. The employee and their department head will be informed of the final costs for the repair, and must provide a budget number from which they would like to pay for the repair.

The hardware warranty purchased for all faculty and staff workstations does not cover accidental damage repairs.

Employee Responsibility

If a University-owned computer provided to a faculty or staff member is lost, stolen, or damaged, the faculty or staff member may be required to pay up to $500 toward the replacement or repair of the computer.

  • Repeated instances of computer theft, loss or damage, especially if reasonable precautions have not been appropriately taken, the faculty or staff member may be required to pay $500 or a higher amount, up to the cost of the replacement or repair of the computer and/or may be denied replacement equipment of equal value. The individual will be notified of these potential costs by the University as appropriate.
  • University funds may not be used to pay penalties. If the loss is covered by the individual's homeowner's or other insurance policy, the coverage amount received should be provided in full to the University towards the cost of a replacement computer.

Related Policies and Procedures


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