RGU IT & Digital Desktop Provision Guide
IT & Digital Desktop Provision Guide
This document contains the key policy facts, responsibilities, and processes in relation to the management of computers, laptops and peripherals for university employees and students
Background
The purchase of standard devices delivers opportunities for centralised management of software upgrades and security patches whilst also supporting remote tracking and wiping of lost or stolen devices. Additionally, for many staff the use of laptops rather than desktop PCs will enable them to work anywhere anytime allowing for more efficient use of space across our campus and a reduction in the use of paper.
Importantly, economies of scale are achieved using framework purchases ensuring a good standard of device while minimising cost.
University procured devices must be registered with RGU’s desktop management systems which ensures these devices are registered, secured, regularly updated, and able to be remotely traced and erased in event of theft or malicious attack.
This policy covers the selection, purchase, deployment and disposal of physical desktop and laptop computers by the University on behalf of its staff and students.
This policy aims to minimise the costs and risks inherent in purchasing and supporting a large estate of IT equipment.
Desktops and laptops are funded by the University and are for the business of the organisation and remain the property of the University.
Scope
This policy applies to all PCs (desktop or laptop) running macOS, Linux or Windows purchased using University funds for staff or students in their normal duties. (Note: research funds or externally funded grants are treated as University funds)
Exceptions to this policy must be approved by IT & Digital prior to the purchase of any equipment. Examples of reasons for valid exceptions to this policy are outlined below:
- specialised servers, storage and core infrastructure purchased by RGU IT & Digital, which are subject to separate standards.
- devices necessary for specialist teaching or research where the business requirement cannot be met by the specifications of centrally provided laptop or desktop PCs. The security and maintenance of such devices will remain paramount.
- specialised, single use, client equipment (e.g. embedded PCs or clients connected to equipment such as a microscope).
Policy Statement
All staff who require a device will be provided with one laptop computer, docking station, keyboard, mouse and one monitor. Exceptions to this should be supported by research funding, an agreed business case, or because of an Occupational Health Assessment recommendation.
The University will maintain a goal of a 1:1 ratio of end users to devices to support long time environmental and financial sustainability.
Standard computers will run on Windows operating systems, incorporate RGU-approved software, adhere to University security policies, and be fully supported by IT & Digital staff.
The purchase of Apple macOS-based computers incurs significantly higher costs compared to equivalent Windows-based computers and also require additional security and maintenance. It is recognised however, that certain specialist requirements necessitate the use of macOS or Apple-specific software for teaching and research. A request for an Apple device will be reviewed by IT & Digital and approved if required for your role.
Any procurement of peripheral equipment for office use such as headphones, webcams or power leads (including reasonable adjustment measures) will be the responsibility of the school or department.
The University will not provide any peripheral equipment for home use.
Students will be provided with an appropriate number of shared devices for general and specialist use.
All end user devices will have the appropriate IT & Digital build and configuration.
All end user devices will be purchased in line with the University’s procurement policy. Strategy and Policy (sharepoint.com)
Device information will be registered on delivery of the device from our suppliers and held in an asset register of all University-owned devices, maintained by IT & Digital. Devices will be linked to their primary user (staff member) in our IT Service Management (ITSM) platform.
Responsibilities
The Major Project Group (MPG) will:
- Review proposed replacement cycle of devices and approve.
- ensure the University has adequate budgetary provision for Client Devices.
- Approve and support the Desktop Provision Policy across all areas of the University.
RGU IT & Digital will:
• provide standard, fit for purpose and secure Windows and Apple desktop and laptop models.
• hold the budget for the normal cycle of replacement of laptops, PCs and Apple desktops for all staff and students.
• appoint a budget holder who will have clear responsibility for the effective use of that budget, reviewing and approving requests.
• manage the purchase of all desktop devices, including those funded by external grants.
• plan and execute a cycle of replacement of core funded devices, including devices made available for student use.
• maintain an adequate inventory of end user devices to meet likely demand.
• have a clear process for managing assets, including physical labelling and entry into the asset management system.
• have a clear process for the inventory and audit process for end user devices.
- monitor utilisation of devices to ensure numbers align with financial and environmental sustainability and mitigate cyber vulnerability.
All staff and students will:
• follow the relevant IT policies.
• take reasonable steps for the security and care of the device they are using.
• follow and accept the outcome request for a non standard client device.
• return their allocated client device to RGU IT & Digital when leaving the University.
• Use University governed online or network storage, do not store data locally on the device
IT Device Lifecycle
• All devices will be supplied with an appropriate, extended on-site warranty.
• All devices will be replaced on a rolling replacement cycle determined by age, available budget and maintainability.
• Staff may receive end user devices that have been previously deployed.
Fit for purpose versus warranty
All University budget holders have a responsibility to maximise sustainability by minimising the environmental and financial impact of devices.
There may be times when a device has reached the end of its prescribed lifecycle and continues to be fit for purpose in some way.
The University reserves the right to issue out of warranty client devices if it meets a specific need.
Loss, theft or damage of a device
- Should a device be lost or stolen IT & Digital must be immediately notified whereupon the tracing and/or wiping of the device will be initiated. Where the device cannot be found or otherwise retrieved, a replacement device will be issued.
- Not all repairs will be covered by warranty, such as water or accidental damage and as such would incur a cost to RGU.
(Large scale loss due to building damage will be assessed through the University insurers)
