COTC Refresh List / Procedure

2005-2006 Academic Year

Fulltime Regular Faculty

Abdalla, Patricia
Gates, Kim
Hallenbeck, Virginia
Hopewell, Linnea
Sensabaugh, Karen
Brunton, Murray
Wulfhorst, Jessica
Ravitsky, Cynthia
 

COTC Faculty Computer Refresh and Deployment
Proposed Timetable and Process

By the end of Spring Quarter preceding COTC Faculty Refresh process

• ITS department will identify those COTC Faculty computers that are eligible for the refresh program during the next academic year

• A list of refresh-eligible COTC Faculty computers will be posted on the ITS website

• COTC Faculty should check the ITS website to verify their refresh status

By the end of the Summer Quarter preceding COTC Faculty Refresh process

• ITS department is required to inform each refresh-eligible COTC member that they are on the refresh list for the upcoming academic quarter

• Refresh-eligible COTC faculty choosing to defer their computer refreshment are required to notify the ITS department in writing of their decision by completing the refusal form.

  • Refresh-deferment decisions will not be considered final until after the COTC faculty member has consulted with a member of the ITS staff and are informed of the service, access, and security implications of their deferment decision.

  • ITS department will provide faculty choosing to defer refreshment a copy of the refusal form.

• Refresh-eligible COTC faculty choosing to accept their computer refreshment are required to inform the ITS department of their computer choice

  • COTC faculty should consult the ITS web page for information regarding standard computer model and specifications

  • ITS department will review any requested system specification changes to the standard model (disputes on this issue will be arbitrated by the COTC Academic Dean.)

  • The COTC Faculty member, a representative of the ITS department and the academic program director will provide written approval of the computer hardware to be ordered before the hardware is ordered. COTC faculty will be given the opportunity for a hands-on demonstration of the standard hardware versions.

  • The COTC faculty member is required to clearly delineate which software and files from the old computer will need to be installed on the new computer (please refer to the COTC Software Documentation Policy).

  • In some cases, faculty members may need to purchase updated versions of software specific to their departments or needs in order to ensure compatibility with the new equipment. The ITS technician will work with the faculty member to identify software or hardware peripherals that may need to be updated/replaced. Such purchases are handled through the departments.

  • If software updates or peripheral replacements (other than a printer) are required, ITS will quote the updates/replacements and work with faculty departments to identify funding for the needs.

  • ITS department will create the purchase paperwork, forward the request to the Purchasing department, and receive the computer after it is delivered to campus.

By the end of the Autumn Quarter of COTC Faculty Refresh process

• ITS department will contact the COTC faculty member to schedule a reasonable deployment time window for the new computer that is convenient to both parties

  • Deployment of the new computer will not occur before the beginning of the Autumn Quarter. OSUN Faculty may request the installation of computer before fall quarter begins, however the request will not be a priority over computer lab installations. [New faculty members’ computers will be installed before the beginning of fall quarter, if office assignment schedules allow time for the instillation.

  • Deployment of the new computer typically will be installed not later than the end of the autumn quarter. There may be circumstances for this delay. In this case the faculty member will be notified and a better time will be scheduled..

  • Deployment of the new computer later than the end of the autumn quarter may be requested, but will be possible only with written approval from the Academic Dean for the delay.

• ITS department will deliver and install the new computer

  • COTC faculty are expected to delineate where in the office both the new computer and the old computer will be located.

  • ITS department will deploy the computer into the office during the agreed-upon time window. The faculty member must be present during a new installation.

• Computer deployment date confirmation process

  • A hardcopy confirmation of the computer deployment date will be provided by the ITS department to the COTC faculty member within three (3) working days of deployment.

  • COTC faculty disputing the computer deployment date must inform the ITS department in writing of their concerns and the COTC Academic Dean will arbitrate any such disputes..

Removal of old computer

• COTC faculty are required to schedule a pick-up date for the removal of the old computer

  • This pick- up date must be within four (4) weeks of the deployment date.

  • In addition ITS will keep the computer for a period of two weeks in the ITS receiving area in case a faculty member may notice something missing from new installation.

  • Extension of this six-week timeframe may be granted in extremely unusual situations, but only after approved by the COTC Academic Dean.

• ITS department will remove the old computer within three (3) working days of ITS being notified by the COTC faculty member that it is ready to be picked up.

• ITS department will completely erase files on the old computer’s hard drive after the six-week period has expired.

Repair and Refresh Policies for Damaged Equipment

• If campus owned computer equipment is damaged by negligence or misuse, the faculty member may be responsible for any repair costs not covered by warranty. All such cases will be reviewed by the ITS department and COTC administration.

• In cases of negligence or misuse of computer equipment where damages are not covered by warranty and the faculty member refuses to pay for the non-covered costs, ITS will not service the equipment for the remainder of that refresh period.      

• If there is another incident of negligence or misuse within the same refresh period (3 years), the faculty member will not be able to participate in the next refresh cycle and will not receive ITS department service for the damaged equipment.