Technology Budget Planning FAQ

How can I find out when my computer is supposed to be replaced?

In order to assist you with your technology budget planning we are providing a computer replacement report of all computers in your department along with their replacement schedule and replacement details. Once you open the file you can scroll to your department or use the bookmark index on the left.

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May I keep my computer longer than 3 years?

Primary workstations are normally scheduled to be replaced every 3 years. CIT does not recommend using a primary workstation more than that. CIT redeploys workstations for a "second cycle" of 2 more years to less-demanding uses. Calvin is indeed getting 5 years of useful service from our workstations. It important to us that primary workstations be the on "first cycle" in order to provide the best level of service in the most critical areas.

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The computer replacement information is incorrect. How can I get it changed?

If you notice incorrect or missing information in the computer replacement report please contact Rick DeVries (rickdv@calvin.edu) with the correct information. With over 7,700 items and 7,800 people and lab station names in our database you can understand that keeping everything current is a challenge. We appreciate your help when you provide corrections and updates.

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May I request a laptop instead of a desktop?

CIT receives a number of requests for laptop computers rather than desktop computers. There are advantages for each option.

Laptop Advantages:

• Mobility (really, that's about the only advantage!)

Desktop Advantages:

• Better system performance
• More comfortable keyboard and display
• Less costly to purchase
• Fewer repair and maintenance issues
• Less prone to physical damage and theft

Approval of Laptop Requests: CIT approves requests for laptops based on business or pedagogical needs. Specifically, how will the laptop be used? Does the user have to travel regularly as part of his/her job? Do they make presentations often? Is the laptop used in the classroom for teaching? What is the need for the mobility of a laptop?

CIT does not put much weight into the "I can work from home" argument. In general, Calvin does not have an obligation to provide employees with the ability to work from home.

Additional Considerations to Think About with Laptops:

• A laptop that is damaged beyond use, lost, or stolen will be replaced with a comparable used laptop from CITs available stock. If a comparable used laptop is not available CIT may provide a desktop system as a replacement.
• If a user has a second laptop stolen or damaged due to carelessness the
  College will not provide any funds for its replacement. The user will be
  asked to pay for its replacement from his or her own pocket.
• With every laptop deployed, CIT provides a carry case, mouse, and security cable. The technology budget does not provide for external monitors, keyboards, docking stations, extra batteries, or additional power supplies.
• Users are expected to secure their computer at all times. This includes locking it in offices and especially when traveling.
• NOTE: If you are storing confidential information on your hard-drive or any portable electronic device it MUST BE protected using encryption. To add data encryption to your device, please contact the HelpDesk at x6-8555.

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May faculty switch from desktop to laptop if they pay the difference?

If there is sufficient rationale for a faculty member to have a laptop we do our best to provide it. However, we cannot enter an arrangement whereby they are paying for a portion of the laptop. It opens too many questions on rights of ownership, software licensing, and shared costs for repairs and upgrades, etc.

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May I request a Mac instead of a PC?

In general, CIT prefers and recommends the Windows platform for most campus users. CIT has identified guidelines for approving requests to change from the PC to Mac platform. These include:

• Is there a need to create multimedia content on a regular basis?
• Is the request based on a need for the functionality of the Mac platform? Can the need be met by making changes on the Windows workstation?
• Can the requestor demonstrate a proficiency in developing materials using Mac-only tools such as iLife.
• Does the faculty member hold a tenure track position or multi-year assignment?
• Is the need short-term or is there a likelihood that it will be long-term?
• Can or has the requestor utilized other campus resources such as CIT's Digital Studio?
• What will be impacted negatively? (e.g. can no longer use Windows applications such as MS Access, Inquisite, or ClickTracks)
• Compatibility between office and home computers will not be given consideration.

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What does "NF" mean on the computer replacement report?

"NF" stands for "Not Found" and is used internally in CIT to flag computers that have not been located in our most recent physical inventory. Machines that are flagged as NF may be removed from the automatic replacement schedule if they cannot be located.

If you know the whereabouts of an item flagged as NF please contact Rick DeVries (rickdv@calvin.edu) with the updated information.

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May I buy my old laptop from the College?

Calvin does not sell used computer equipment to employees or students. Most of our equipment is utilized on campus for 5 years before disposal. We recycle our computer equipment with a local firm who specializes in computer recycling.

Some people are interested in buying their old laptop because it has all the software they need. Before disposal Calvin must remove all licensed software and data files from the computer, so odds are that even if you could buy your old computer, it would not have any of your familiar software on it. Besides, with the inexpensive cost of new computers these days, why would you want to buy a 5 year old laptop?

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How can I request an additional computer or workstation?

If you have a need for an additional workstation in your department please include this in your budget request. We would like to know the reason for the additional workstation. We like to ask the question "What has changed in your area that requires another workstation?"

Keep in mind that even "used" or "second-cycle" computers are not without cost to the college. CIT must provide licensed software on each computer, a network connection, and on-going support via the HelpDesk. These costs can approach $1,500-$2,000 per workstation.

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We may have new/additional people in our department next year but I am not certain yet. How do I include these people in the budget?

By all means, please include this information in your budget requests. CIT can earmark funds as "tentative" pending approval of the position.

Likewise, if you have incoming faculty but are not able to disclose their name (e.g. a job offer is pending) you can include an item in the budget for "New Faculty #1" in order to make sure that budget money is allocated for this position.

Please indicate if this is a new, additional position or if this is someone coming in to fill a vacancy. Keep in mind that someone coming in to fill a vacancy is provided the computer from the person they are replacing. If the existing computer is not suitable for the new person please include this information in your budget request along with an explanation why the computer is not suitable and what is needed in its place.

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When is our printer scheduled for replacement?

The useful life of a printer varies greatly depending on the model of printer, how much it is used, and other environmental factors. Therefore, department laser printers are not on an automatic replacement schedule. If your department printer is no longer meeting your needs please include a request for a new one in your budget.

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How have the multifunction devices (MFDs) affected office printer replacements?

In 2008 Printing Services provided campus offices with multifunction devices (MFDs) that copy, print, scan, and fax.

CIT is monitoring usage of the MFDs and laser printers and will use this information in determining appropriate replacement decisions when your laser printer is reaching end of its useful life.

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Is our office multifunction device (MFD) included in the technology budget?

MFDs are managed by Printing Services and are not included in the technology budget. Please contact Printing Services with questions about MFDs in your office area.

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May I request a personal printer in my office?

Most users are expected to print to their department MFD or laser printer. CIT will provide a personal printer to meet ADA accommodation requests with proper documentation and approval by the Director of Human Resources.

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May I request a color printer?

Color printing should be directed to Printing Services or a select number of color printers on campus (e.g. at Science Division Office). If you have sufficient need for color printing which cannot be met with existing color printing solutions please include your request and rationale in your budget request.

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Must I request an upgrade to my software or does this happen automatically?

CIT automatically updates only to the most commonly used campus software. Generally this includes MS Office, GroupWise, and software that is listed as receiving "Level 1" HelpDesk support (see list).

Other campus software is generally upgraded on an "as needed" or "as requested" basis. CIT will communicate with you via The I.T. Connection or directly by e-mail regarding software upgrades which may affect you.

If you are not certain if your software is planned to be upgraded then please include your request in your budget. If you need your software to be upgraded sooner than the budget process allows please contact the HelpDesk directly and put in a service request.

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Do I request software for my classroom in the technology budget?

Yes, by all means, please include software requests for Smart Classrooms and computer classrooms in your department requests. Keep in mind that CIT must purchase enough licenses for an entire computer classroom. We cannot provide a software title on only some of the stations in a computer lab. Please include in your request the total number of licenses needed...and be sure to include a copy for your own office computer if that is needed.

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May I request a second monitor (dual display)?

CIT has seen a significant interest in dual displays on campus and has developed guidelines for allocation of dual displays. These guidelines consider the activities at the workstation and the physical capabilities of the workstation for running two displays. CIT fulfills approved requests with used equipment from available stock so as to reduce the impact on the budget. Please include requests for dual displays in your budget.

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May I request a scanner?

Office MFDs come with the capability to scan multiple page documents directly to PDF and save to a network folder or e-mail. CIT encourages the use of these devices rather than purchasing additional desktop scanners. If the MFD does not meet your requirements please include a request for a scanner in your budget.

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Which peripherals are included in the budget and which ones are not?

Include:

• printers
• scanners
• external hard drives
• monitors

Do not include:

• digital cameras
• personal digital assistants (PDAs)
• fax machines
• copy machines
• USB memory stick (a.k.a. flash drives, thumb drives, etc.)
• blank CDs and other consumable items
• scientific equipment
• audio visual equipment

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Do I include Smart Classroom requests in the technology budget?

Requests for technology related to Smart Classrooms should be included in your budget requests. This includes:

• requests for new Smart Classrooms
• equipment additions, changes, or upgrades
• instructor station furniture changes

Smart Classroom requests will be handed over to CITs Smart Classroom team for review and processing. They will communicate with you directly and independently from the technology budget process once they receive your request.

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What is a Smart Space? Can I request it in the budget?

CIT has identified Smart Spaces as meeting areas other than classroom spaces where presentation technology is needed. Examples include large and small public meeting spaces such the FAC auditorium and Meeter Center Lecture Hall. Other examples include "private" departmental conference rooms. Limited funding for Smart Spaces is provided by the administration and managed by CIT. Departments requesting a Smart Space may be asked to share the cost to equip the Smart Space. You may include Smart Space requests in your budget and we will contact you to discuss your needs.

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How do I request CalvinWireless in my department area?

CalvinWireless is currently available in a number of campus wireless hotspots. CIT will continue deployment of CalvinWireless in 2011-2012 according to campus needs.

If you would like to request CalvinWireless please include this in your technology budget request. We will pass your request on to the correct people in CIT for consideration. Approval and communication of your CalvinWireless requests will be handled separately from your other technology requests.

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How do I use the Budget Entry Tool?

You can get more information about the Budget Entry Tool here.

Instructions for using the Budget Entry Tool can be found here.

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I closed the Budget Entry Tool. Where did it get saved?

The Budget Entry Tool is a special Microsoft Access database entry tool. This means that all changes are saved automatically as you type. There is no "File > Save" option. You can find the Budget Entry Tool by opening the CITBudget folder that was created on your Desktop when you downloaded it using ZENworks.

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What is the deadline for submitting my technology requests?

We ask that you return your budget requests no later than March 15, 2011. (Of course, earlier than that would be great!)

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Who reviews and approves the budget requests?

Academic budget requests are reviewed by Rick DeVries and Rob Bobeldyk with the assistance of the Technology Integration Services team. Our recommendations go to the academic deans for review and input before they are finalized.

Administrative budget requests are reviewed by Rick DeVries and Matt Jeltema with the assistance of the Technology Integration Services team. Our recommendations go to the CIT Leadership Team and the Vice President for Information Services for review and input before they are finalized.

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When will I find out if my requests are approved?

If all goes well, we expect to communicate with you in early May on your budget requests.

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When does the new budget go into effect?

The budget being planned is for the 2011-2012 fiscal year, beginning July 1, 2011. In the event that CIT has funding available at the end of the current fiscal year, we may be able to fund a limited number of budget requests prior to July 1. Please contact Rick DeVries if you have time-critical needs before July 1. All needs will be prioritized against available funding.

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Comments

Comments: Comments on any of these issue are welcome. Please contact Rick DeVries (rickdv@calvin.edu) by March 15, 2011.

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