GW SON IT Equipment Policy

Policy Statement 

Computer Assignment

• GW Nursing is supported by the University’s Centralized Technology and Equipment Purchasing and Replacement Program

  • The Centralized Technology and Equipment Purchasing and Replacement Program is a new program that centralizes all purchasing, tracking, and disposal of University computer systems and peripherals (e.g., monitors, docking stations) under GW Information Technology (GW IT).

  • This includes all computer systems for use by Schools and Divisions and grant funded research. GW IT is committed to providing a suitable computer system for every full-time faculty and staff member.

  • GW IT will purchase all computer systems in an effort to provide the GW workforce adequate equipment to perform their daily job functions and to improve overall efficiency.

  • Ownership of the computer system and all peripherals resides with the University and must be returned when employment ends or when the computer systems' lifecycle warranty ends.

• All policies related to computer hardware will be managed by GW IT. This includes a Computer Standardization Policy and purchasing policies.

Replacement Schedule

• Faculty and staff will be automatically scheduled for a lifecycle refresh at the end of their workstation's warranty. Lifecycle refreshes will be conducted twice a year - in the fall and in the spring. You will be contacted with instructions when your workstation is up for lifecycle refresh.
• For repair, the GW IT may determine the functionality of a machine and recommend new components or a machine replacement. If under warranty, the Division of IT will manage the replacement process with the vendor.
• Replacements that are outside of this fixed cycle may incur unplanned expenses and will require budgetary approval prior to purchase.

Printing

• Personal/Local printers will not be issued to GW Nursing employees due to our commitment for becoming a ‘Zero Waste Campus’.
• Networked printers will allow all users on GW’s Enterprise Active Directory to be granted access to print/scan/email.
• Systems to be defaulted to print double-sided, and black and white, when possible.
• Exceptions include:
  • Special accommodations may be made due to an expressed need for confidentiality or due to physical requirements. 

Phone 

• Full-time and Part-time faculty and staff (greater than 0.5 FTE) will be issued an extension and voicemail with an assignable long-distance code for charge-backs.
• Hard-Phones may be issued to Full-time faculty members with a commitment to using their GW workspace four (4) days a week, on average.
• Soft-Phones will be available to all Full-time and Part-time faculty and staff (greater than 0.5 FTE).
  • GW IT will provide one (1) headset to each user, upon request.
  • GW IT will provide one (1) external webcam to each user, upon request.
• GW Nursing does not support mobile contracts and will not issue cell phone or tablets with data plans without express written permission by the Dean and Finance Director.

Employee Responsibilities 

It is the employee’s responsibility to take appropriate precautions to prevent damage to or loss/theft of a university owned laptop and/or mobile device. The employee or department may be responsible for certain costs to repair or replace the device if the damage or loss is due to negligence or intentional misconduct. Policies for appropriate use of university property as identified in the faculty/staff handbooks or elsewhere may be used to determine whether liability due to negligent behavior exists.

• Physical Security: Physical security of the laptop/mobile device is governed by the University’s Laptop Computer and Electronic Data Mobile Device Security Policy and Laptop Computer and Small Electronic Device Theft Policy. If a device is lost or stolen it must be reported to University Police immediately. For theft or loss off campus, it should be reported to local police as well. The police report should include the serial number for the lost/stolen device. A copy of the police report must be sent to SON IT within 48 hours of the discovery of the loss. Failure to secure and submit a police report will result in personal liability for replacement cost(s).