EPSW computer purchasing information

Computer resourcing guidelines

• Flinders University has preferred supplier agreements with Dell and Apple for desktop and laptop computers.

• Eligible staff will be allocated a Dell Latitude 5440 or similar as standard. Specifications of a standard laptop is determined by IDS and the College and are reviewed from time to time.

• Apple devices need to be requested and approved by the Dean (People and Resources) and Director of College Services (DoCS) and are treated as an exception.

• All computers and tablets should be purchased through IDS.

• Purchases must be approved by DoCS/Dean P&R prior to raising an order with IDS.

• As we support mobility, the College prefers staff operate with a laptop, docking station and 2

  monitors as their primary setup. Staff are issued one device for their day-to-day work.

• 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. This

  process will be managed by College Operations in collaboration with IDS.

• Please note there is a 4-6week lead time from date of purchase to deployment of new

  computers. 

Funding 

• When purchasing a device using other funding sources e.g., consulting, consolidated, internal research funds, or research grants, please note it is the responsibility of the account owner to ensure there is adequate funds in the account prior to ordering. In addition, the purchase must be approved by the DoCS before an order is placed.

• If consultancy funds are being utilised for the purchase of a device please note 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 research or project funding to purchase computer equipment, please ensure this is allowable within the contract. 

Asset retirement

• All computers no longer required are to be retired. Such computers must be returned to IDS for disposal. College Operations will liaise with IDS to arrange collection of the retired device when it is replaced. This will ensure all data and software is erased and hardware is disposed of through an accredited e-waste service. 
• In exceptional circumstances staff may apply to purchase the device instead of it being disposed of. Please note 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 member’s University IT devices (including those purchased with research or consulting funds) must be returned to College Operations for redeployment or retirement.

• As above, in exceptional circumstances staff may apply to purchase the device instead of it being disposed of. Please be aware that the device will be wiped of all University software and data to meet security and licensing agreements. 

The College of Education, Psychology and Social Work is committed to ensuring staff have the required resources to support them in performing their role and delivering high quality outcomes, including computing devices. 

Staff should have the flexibility to work both on and off campus using a suitable technology and as such the College supports the provision of mobile devices where practical and required. 

The following guidelines have been created to assist in resourcing the required device either for a new staff member or to replace an existing aged/faulty device and the ensure an equitable and consistent approach. Please note that there may be cause for repurposing existing devices that are still in warranty and so not all requests will result in a new device being issued.

All requests for new or replacement purchases should be directed to cepsw.operations@flinders.edu.au in the first instance. Requests will then be assessed as to the most appropriate device/replacement and recommendations made for resolution.

If you are experiencing issues with your current device please contact the IDS service desk to log a request for assistance in the first instance.