Politics Department Information Technology Policy
All computer equipment including hardware, software, computer supplies and PDAs (personal digital assistants) must be purchased through the Politics Department’s SCAD. The SCAD will work to ensure that purchases meet the needs of the faculty/staff member, as well as ensuring compatibility with University systems. This is particularly important for a number of reasons:
- The SCAD must ensure that they can support the purchased hardware and/or software.
- The University and the Department have introduced numerous safeguards to prevent against viruses and unauthorized access to University information. Purchases made through the SCAD ensure that these safeguards are installed and operational.
- Due to the volume purchased by the University, the SCAD can frequently obtain lower prices due to agreements with vendors.
- By having the SCAD be responsible for setting up and testing all new equipment and purchases, we can ensure quality control, tag all capital equipment for inventory purposes, and file all original software licenses.
- The University no longer reimburses for personal purchases.
Faculty Computer Program
The Faculty Computer Program, in place since 1996, refreshes the desktop technology of full and associate professors and other select members of the faculty. The refresh cycle is a new computer every four years. OIT maintains the historical data regarding eligible faculty and computers and works with the Department SCAD to administer the program.
Eligible faculty have a choice between a Intel based desktop computer, a Intel based laptop computer, an Apple desktop computer and an Apple laptop computer.
Faculty Purchases for the Home
Using the guidelines and policy mentioned above, faculty may request the SCAD to purchase a computer and related IT equipment (printers, network cards, etc) for their home use. Computers, and associated equipment, will be billed to the faculty member’s research account. Equipment will be logged into the Department’s inventory and will be depreciated over four years. At the end of four years, the faculty member will be eligible for a replacement system and the old equipment should be disposed of according to University Policy. The Purchasing Department has specific salvage/surplus policies which outline the disposal obligations of the user (see Surplus Equipment Policy below). Please keep in mind that all equipment purchased using University funds remains the property of the University and the responsibility of the user. Equipment can not be transferred or sold to any other user.
All equipment and software licenses are owned by Princeton University. Purchases that are not made through the Department and/or with prior approval of the SCAD will not be reimbursed.
Leaving the University
Whether purchased with University funds, gift funding, endowments, grants or contracts, all equipment and software licenses remain the property of Princeton University. It is presumed that the equipment and licenses will be retained by the School upon the departure of faculty, staff or students and assigned to a replacement employee or area in the School. [The one exception to the rule would be if a grant or contract obtained through the University specifically stated that the equipment was the property of the Grantee. In this circumstance, the Grantee could direct the equipment to be transferred to his/her new department or place of employment].
Once equipment is out-dated and fully depreciated, University policy requires that surplus equipment be disposed of consistent with the University’s salvage/surplus policies defined by the Purchasing Department. Ownership of all University-purchased equipment always remains with the University (regardless of the equipment’s age, functionality, or location). Equipment can not be transferred or sold to any other user. This policy applies to all types of equipment including, but not limited to computers, cell phones, fax machines, PDAs (personal digital assistants) and office furniture. All equipment must be surrendered, when the individual moves to another department or school within the University, or when the individual leaves the University due to resignation, firing or retirement.
Hardware Support Policy
The Politics Department SCAD and University OIT will only support computer equipment purchased through University preferred vendor channels. All computer equipment, including hardware, software, computer supplies and PDAs (personal digital assistants) must be purchased through the SCAD to ensure that it meets University standards. This policy is clearly defined in the University Guidelines for Non-Compensation Expenses.
The Politics Department will replace faculty and staff office computer equipment every four years, and printers and other peripheral equipment as needed. We will also try to replace Student cluster computers on the same schedule. Centers should plan and budget for replacing computer equipment on the same schedule. The Politics Department cannot support or service computer equipment that does not meet current university standards.
Since the Politics Department participates in Princeton’s DeSC computer program, all office computer purchases will be the standard configurations and models recommended and supported by OIT. All office computers will utilize the DeSC image provided by OIT. The Politics SCAD can only offer limited support if a faculty member opts out of the DeSC program. If faculty would like enhancements to the standard configuration, the cost of the add-ons will be charged to faculty research accounts. Enhancements to staff computers should be pre-approved by the Academic Manager.
Centers are responsible for ensuring that incoming visitors are supplied with computer equipment that is appropriate to their needs and in compliance with current university standards. The Politics Department SCAD will assist centers in planning for visitors’ computer needs. All purchases must be made by the Department. Equipment purchased for centers will be charged to center accounts. The Department SCAD may reserve the right to refuse to service or support equipment that is below the minimum hardware standard or inadequate for the needs of a particular user.
Politics does not supply computer equipment for faculty RAs. Computers and printers for RAs should be purchased from faculty research funds. Again, the Department SCAD does not support or service equipment that does not meet current university standards.
The Politics Department SCAD will only support home computers that are purchased with University funds. This equipment must meet the same standards as office equipment. Secondary and home office computing equipment purchased with university funds, including faculty research funds, is the property of the university. All equipment must be returned if faculty or staff leave the University. All University owned home computer equipment requiring service must be brought into the Politics Department. The Department SCAD does not make house calls.
Service on faculty and administrative staff office, home or secondary computers is limited to the originally installed hardware and software or add-on hardware and software that has been authorized and installed by the SCAD, meets applicable university standards, is properly licensed and is employment-related. The Department SCAD may reserve the right to refuse to install or service hardware or software that is not employment-related.
Only the Politics Department SCAD or OIT staff may install or service hardware and software on computers purchased with university funds. Faculty and administrative staff should not permit anyone other than the SCAD or OIT staff to service or install hardware or software on home office computers. The Politics Department reserves the right to charge for the cost of fixing hardware or software problems caused by unauthorized installations on home office computers and laptops.
University policy states that computers purchased with University funds must meet various security guidelines. One guideline states that only the department SCAD is allowed to have administrative permissions to any computer that is hardwired into the Universities campus network. All desktop computers purchased with University funds must be hardwired into the campus network regardless if that system has integrated WiFi. Desktop computers not purchased with University funds are not eligible for hardwired connections to the campus network. The Politics SCAD can only provide limited support to faculty members who have administrative permissions to their desktop computers. A waiver form must be signed by any faculty member who demands to have administrative privileges on their office desktop computer acknowledging their acceptance of limited support. Also, University guidelines dictate that any faculty member who demands administrative permissions to their office desktop will lose access to certain software provided for free by the University. This software can be purchased again using research funds.
Faculty members are eligible to have administrative permissions on their laptops as they may need this while traveling/off campus.
Support for Personally Owned Equipment
The Politics Department SCAD supports faculty and staff machines that were purchased with University funds. The SCAD does not support machines that were purchased by staff members with personal funds. The SCAD can offer advice, but will not work on staff members’ personal equipment.
An alternative is available. OIT provides support for staff members’ personal computers at the Solutions Center in the Frist Campus Center. It is a working lab (no appointments needed) where consultants offer computing services from software diagnostics to hardware support. Open hours: Monday - Friday from 9:00 a.m. - 5:00 p.m., with the last check-in at 3:00 p.m. (to insure all problems are resolved by end of day); Room 112 Frist.
Under our current Microsoft Campus Agreement contract, faculty and staff have home use rights (on non-institutional machines) for work-related purposes only and not for personal use, for Office, Publisher, Visual Studio Professional, and all operating system upgrades (excluding server). Home use rights end for all programs once employment ceases, and all software will have to be deinstalled. A MS Home Use Form must be signed agreeing to this before software may be installed on non-institutional machines. The form is available on the Software Sales web page.
The form must be returned to Jeanne Out, Software Sales, 113 Frist Campus Center.
Please see the Universities Information Technology Policy webpage for further information and other policies not explained here.