CSE hardware purchasing

Refer to the guidelines below for acquiring computers and associated hardware within the College of Science and Engineering (CSE).

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

Eligibility for a New Computer

A new computer may be purchased if:

The current device is malfunctioning and is beyond its warranty period.
It is over four years old.
An upgrade functionality is required for work purposes.
A computer is required to support a new staff member.

Procurement and Renewal

Flinders University has agreements with Dell and Apple for desktops, laptops, and tablets.
All purchases must go through IDS.
Staff should generally have one device for daily work. Those needing mobility should use a laptop with a docking station.
Computers should be replaced every four years to ensure performance and security.

Funding

The College of Science and Engineering may contribute funds for the purchase and replacement of computers and associated hardware. This is dependent on staff profiles, working arrangements, computing requirements and available College funding.
If using Tied funding sources for the purchase of a device, it is the responsibility of the account holder to ensure there is adequate funds in the account and that the purchase is allowable within the funding contract terms and conditions 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.

Asset retirement

All retired devices must be returned to IDS for secure disposal and recycling.
Departing staff must return all IT equipment to IDS, including those purchased with consulting funds.

Staff

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

Continuing academic / Fixed term academic (untied)

Eligible for up to $2500 in funding towards a single device and associated hardware. Eligibility criteria for a new computer (listed above) must be met. Log a request in Service One

Standard device options include

· Desktop (Dell or Mac)

· Laptop (Dell or Mac)

· Optional associated hardware (docking station, laptop bag, keyboard/mouse)

Non-Standard Devices

For specialised/non-standard configurations, log a request in Service One and request a quote for your required specifications. Addition costs beyond the eligible amount will need to be covered by other funding sources that you are responsible for.

Ordering Process

Demonstrate eligibility and provide quote to secure expenditure approval from the College via cse.operations@flinders.edu.au
Submit the quote and approval to computer.purchasing@flinders.edu.au.
Specify funding account codes, ensuring adequate funds are available.

1. 01.303.12140. $2500
2. 01.xxx.xxxxx $x

If an additional account code is nominated to fund any gap, approval from the Account Holder is also required.

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

Professional Staff (Non grant funded)

Eligible to access the Central Equipment Fund for a single device and associated hardware. Eligibility criteria for a new computer (listed above) must be met. Log a request in Service One.

Academic and Professional Staff (Tied/grant funded)

Are not eligible for College funding.

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.

Log a request in Service One.

Ordering Process

Provide quote to secure expenditure approval from the Account Holder.
Submit the quote, approval and account code to computer.purchasing@flinders.edu.au.

Casual, Visiting Academics and Academic status holders

Are not eligible for College funding, staff will need to supply their own device.

Fixed term academic (tied)

The funding of new or replacement computers for academic staff employed through tied or grant funding is the responsibility of their supervisor using other sources of funding such as grant or project funds.

Students

HDR (PhD) / Masters by research students

Are not eligible for College funding.

The funding of new or replacement computers for HDR (PhD) and Masters by Research students are the responsibility of the principal supervisor using the allocated Research Student Maintenance (RSM) funds. Details on CSE's RSM guidelines are available via CSE Central.

Log a request in Service One

Ordering Process

Provide quote to secure expenditure approval from the Account Holder.
Submit the quote, approval and account code to computer.purchasing@flinders.edu.au.

Upon completion, students must return all IT equipment to their principal supervisor.

Masters/ Honours students

Are not eligible for College funding. Master’s and Honours students should have access to shared computers in designated 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.