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HASS computer purchasing information

Colleges and services College of Humanities, Arts and Social Sciences HASS computer purchasing information

The College of Humanities, Arts and Social Sciences are committed to ensuring our staff have the required resources to support them in performing their role and delivering high quality outcomes, this extends to 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.

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.

Staff 

Students 

Research & teaching labs 

Other 

Computer resourcing guidelines

  • Flinders University has preferred supplier agreements with Dell and Apple for desktop and laptop computers.
  • Dell is the standard laptop provided to all staff.
  • 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.
  • Credit cards should not be used to purchase and IT equipment over $200 without prior approval.
  • 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 a standard, staff are issued one device for their day-to-day work, either a laptop or desktop.
  • As we support mobility, the College prefers academic staff operate with a laptop, docking station and 2 monitors as their primary 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.
  • When purchasing a new computer please allow 3-4-week lead time from date of purchase.

Funding 

  • When purchasing a device using other funding sources eg consulting, 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.
  • 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 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 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 members University IT devices (including those purchased with consulting funds) must be returned to IDS.  
  • As per the 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

Continuing academic/fixed term academic > 2 years keyboard_arrow_up

Continuing academic staff and fixed term academics (>2 years) are entitled to a University business standard laptop, with docking station and dual monitors. Specifications of this laptop are as per the details on the hardware purchasing page. This could be to replace a device in line with the 4-year replacement cycle, replace a device that is no longer fit for purpose or to replace a device which needs major repairs.

Staff who would like additional equipment, such as a docking station or monitor for home should look to use other funding sources available to them. If there is a requirement for your role to work remotely most of the time, support for funding towards this additional equipment may be negotiated with the Director of College Services and/or the Dean (People and Resources). Credit cards should not be used to purchase and IT equipment over $200 without prior approval.

If you believe you require a device other than the standard laptop to support your work, there may be a requirement to use other funding sources you are responsible for. Please obtain a quote as per the below instructions and discuss your requirements further and to seek approval by with the Director or College Services and the Dean of People and Resources with your justification for needing different specifications to obtain approval.

Obtain quotes

Visit the hardware purchasing page and use the excel quote forms in the preferred desktop and laptop section. If none of the preferred computer options are suitable please submit a request via the online portal for a formal quote.

Placing the order

Send your quote via email with expenditure approval from Director of College Services or Dean (People and Resources), along with account codes to be used for the purchase to computer.purchasing@flinders.edu.au

Portfolio professional / college services staff keyboard_arrow_up

Portfolio staff from business units in the professional portfolios, College Services and technical staff who now reside under Corporate Services can apply for a new or replacement of an existing device through the Central Equipment Fund. If there is a need for a higher specification machine than the standard, the staff member should provide a business case citing the reasons for needing a non-standard machine.

Fixed term <2 years / visiting / casual academics keyboard_arrow_up

These staff should have access to a shared computer.

Please contact the Director of College Services or Dean (People and Resources) if there are any access issues.

Academic and emeritus status staff keyboard_arrow_up

The College recognises the value and contribution that academic and emeritus status staff provide to the University. While on campus, these staff should have access to a shared computer.

Should status holders request to retain a University owned device this will need approval as support for such devices off site is problematic. Please contact the Director of College Services or Dean (People and Resources) if you have any concerns around support or access to a computing device.

Research assistants keyboard_arrow_up

The funding of new or replacement computers for research assistants will be supplied by the College. It is the responsibility of their supervisor, to arrange a quote of a suitable device using the College guidelines and then obtain approval from Director of College Services and/or Dean of People and Resources before ordering.

Obtain quotes

Visit the hardware purchasing page and use the excel quote forms in the preferred desktop and laptop section. If none of the preferred computer options are suitable please submit a request via the online portal for a formal quote.

Placing the order

Send your quote via email with expenditure approval from Director of College Services or Dean (People and Resources), along with account codes to be used for the purchase to computer.purchasing@flinders.edu.au

Students

HDR (PhD) keyboard_arrow_up

The College will provide HDR students with a standard desktop device at the start of their tenure into an allocated space.

Honours / masters / visiting and other students keyboard_arrow_up

These students can access a shared computer in one of the allocated Honour's student spaces.

Research and teaching labs/rooms

Research labs and other research related equipment keyboard_arrow_up

Computers purchased from tied funding require replacement from like funding in line with the 4-year lifecycle. Other research-related computers will be funded by the College.

Teaching labs keyboard_arrow_up

The computers located in College specialised teaching labs are funded by the College. The College will arrange replacement of these on a 4-year cycle where possible.

Teaching devices on trolleys keyboard_arrow_up

The devices located on trolleys for teaching use ie laptops and iPads are funded by the College. The College will arrange replacement of these on a 4-year cycle where possible.

Other

If you are not able to find the information you require from the above guidelines or require additional support, please contact your Director of College Service and Dean (People and Resources) for guidance in the first instance.

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.

I need help...

Call 8201 2345

Log a support request

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South Australia 5042

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Last Updated: 22 Jul 2020

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