CSE hardware purchasing

Refer to the advice below for purchasing computers within the College of Science and Engineering.

Select from the options below who the hardware is for. You will then be directed to the instructions for the type of funding applicable to you.

Staff

Students

Labs / teaching spaces

Computer resourcing guidelines

Flinders University has preferred supplier agreements with Dell and Apple for desktop and laptop computers.
All computers and tablets should be purchased through IDS.
Staff are expected to only have the one device for their day to day work. If there is a need to be mobile staff should look at using a laptop with docking station and monitors for their setup.
To mitigate IT security risks, ensure devices can be adequately supported and perform optimally the recommended replacement cycle for computers at the University is 4 years. The College of Science and Engineering is working towards having all college funded devices replaced as per this cycle.

Funding

When purchasing a device using other funding sources it is the responsibility of the account owner to ensure there is adequate funds in the account prior to ordering.
If using consultancy funds for the purchase of a device please be aware that as per point 1.3 of the University’s Consulting Fund Policies and Procedures the Equipment will be recorded on the University’s Assets Register as the property of the University and will be accounted for in accordance with the Property, Plant and Equipment Assets Policy and Procedures.
If you are using tied funding to purchase computer equipment please ensure this is allowable within the contract.

Asset retirement

All retired computers must be returned to IDS for disposal and will be collected when a device is replaced. This will ensure all data and software is erased and hardware is disposed through an accredited E-waste service.
In exceptional circumstances staff may apply to purchase the device instead of it being disposed of however please be aware that the device will be wiped of all University software and data to meet security and licensing agreements.

Staff leaving the University

When a staff member leaves the University all of the staff members University IT devices (including those purchased with consulting funds) must be returned to IDS.
As per above in exceptional circumstances staff may apply to purchase the device instead of it being disposed of however please be aware that the device will be wiped of all University software and data to meet security and licensing agreements.

Staff

Please select which type of staff member you are from the options below for computer funding advice.

Continuing academic / Fixed term academic > 2 years

Continuing academic staff and fixed term academics (>2 years) will be entitled to College funding up to the value of $1960 for a single device. This could be to replace a device in line with the 4 years replacement cycle, replace a device that is no longer fit for purpose or in need of major repairs.

The allocated amount is sufficient to cover the following devices:

Desktop

Dell Optiplex 7070 or similar
Processor – i7
16 Gig RAM
512 GB SSD
NVIDIA GPU

Standard laptop

Dell Latitude 5000 or similar
Processor – i5
8 Gig RAM
512 GB SSD
Docking station
Laptop bag
Keyboard/mouse

If during deployment if it is deemed the existing monitor requires replacement this will be done from college stock of 24” monitors.

If you believe your device is due for replacement and one of the above standard devices are suitable please log a request via the IDS Service desk requesting a field technician review your device for replacement.

In the event you require something other than the college standard, the college will contribute $1960 towards the purchase of your computer, the budget (account) code to be charged is 01.303.12140. If the allocated college funding is insufficient to cover the cost of your required computer or you are requesting additional or larger monitors, then the difference in the cost of the devices should be funded from other sources of funding that you are responsible for, provided there are sufficient funds. Please ensure there are sufficient funds in the account prior to submitting any orders.

If you do not have sufficient funding from other sources for these devices please contact the Director of College Services justifying the need for the device or monitor and why there is inadequate funding from other sources to cover the cost.

Obtain quotes

Visit the hardware purchasing page and use the excel quote forms in the preferred desktop and laptops section to cost enhanced requirements to the default configurations ie more RAM, hard drive storage. If none of the preferred computer options are suitable submit a request via the online portal for a formalised quote.

Placing the order

To proceed you are required to forward the following information & documents to Computer Purchasing (computer.purchasing@flinders.edu.au)

Copy of the quote
Expenditure approval from Director of College Services
Stipulate the account codes funding the purchase
1. 01.303.12140. $1960
2. 01.xxx.xxxxx $x
  If the account code/s nominated to fund the gap is/are not under your direct control you must also attached an email from the Account Holder documenting their approval to use their account for this purpose.

Non grant funded professional staff

Portfolio staff from business units in the professional divisions and technical staff who now reside under Corporate Services can apply for new or replacement of an existing device through the CEF fund.

If there is a need for a higher spec machine than the standard the staff member needs to provide a business case citing the reason for needing a non-standard machine.

Fixed term academic < 2 years / Visiting academics

Fixed term academics (< 2 years) and visiting academics are eligible to access a computer from the college loan pool. Please contact the CSE Store via email cse.store@flinders.edu.au to arrange.

Casual academic

Should have access to a shared computer in one of the College HDR, Honours hot desk locations.

Academic status

Should have access to a shared computer. Please contact the College Dean of People and Resources if there are any concerns.

Tied/grant funded staff

The funding of new or replacement computers for staff employed through tied or grant funding is the responsibility of their supervisor using other sources of funding such as grant of project funds. Please ensure that the purchase of computer equipment is allowable within the contract prior to placing a purchase.

Obtain quotes

Placing the order

Send your quote via email with account codes and any expenditure approvals (only required if using funds you do not authorise) to computer.purchasing@flinders.edu.au

Students

HDR (PhD) / Masters by research students

The funding of new or replacement computers for HDR (PhD) students are the responsibility of the principal supervisor using the allocated Research Student Maintenance (RSM) funds. College RSM allocations are as follows:

Rate	Units	2020
Project	4.5	$150
BTECHonours	22.5	$1,300
BTEC Master	27	$2,800
Honours	N*4.5	N*$150
Masters	N*4.5	N*$150
MSC (2019 start)		$2,000
PhD (2019 start)		$4,000
PhD (2018 start)		+$400
PhD (2017 start)		+$200
PhD (2016 start)		+$0

Please note this funding is subject to annual review.

In the event allocated RSM funding is insufficient to cover the cost of the required computer, then the device may be funded from other sources of funding that you are responsible for provided there are sufficient funds. Please ensure there are sufficient funds in an account prior to submitting any orders.

If you do not have sufficient funding from other sources for these devices please contact the College Dean of People and Resources justifying the need for the device or monitor and why there is inadequate funding from other sources to cover the cost.

Obtain quotes

Placing the order

Send your quote via email with account codes and any expenditure approvals (only required if using funds you do not authorise) to computer.purchasing@flinders.edu.au

Masters by coursework/ honours students

Master’s by coursework or honours students should have access to shared computers in one of the designated Honours hot desk areas located within the College.

Visiting research students

Visiting students are eligible to access a temporary computer from the college loan pool. Please contact the CSE Store via email cse.store@flinders.edu.au to arrange.

Research and teaching labs

Please select the type of lab/teaching space from the options below for computer funding advice.

Research labs

Computers for research labs will be funded either via start-up funds or research grants.

Teaching labs

Computers located in CSE teaching labs will be funded by the college. The college will arrange replacement of these on a 4 year cycle where possible.

PCs for specialist shared instruments

New or replacement PC’s for shared instruments that have been purchased by the College will be funded by the College. Please contact the Senior Manager, Technical Services for more information.

Support for digital and IT services

Opening hours: 8am to 6pm, Monday to Friday, excluding public holidays

After hours or when all staff are busy you will be given an option to leave a voicemail message. Voicemails will be accessed as soon as practical during business hours otherwise you may choose to log an IT support request.