Employee Computer Access Procedures
(August 1, 2019)

This procedure provides operational guidance to execute VCSU policy V1901.02.02 (Employee Access to Technology Services) in an equitable, scalable and sustainable manner. “Pay for Access” as defined in the chart below will begin January, 2016.  

Computers issued according to the “Eligibility for Computer” column in the chart below require no action on the part of a supervisor. Other situations will require supervisors to consider the necessity of a computing device or a computing device upgrade and the financial implications.

Departments and Offices shall be responsible for “Pay for Access” fees for employees that have a change in their “Eligibility for Computer”, e.g. an employee retains a computer after he/she is no longer employed full-time. If the employee does not return the laptop after his/her employment terminates with VCSU, the Department or Office shall be responsible for 50% of the “Pay for Access” fees until the laptop is returned, or 50% of the replacement cost of the laptop, whichever is less. Technology Services will work with Supervisors to recover laptops.

Purpose of Computer

Eligibility for Computer

Special Notes

Supports a FT regular position (not temporary staff or adjunct faculty)

Current generation laptop assigned and paid by Technology Services. Supervisor requests Mac or PC.

Not all FT staff positions are assigned a laptop*. Assignment is based on necessity in order to complete the duties of the position. The supervisor in consultation with Technology Services determines necessity.

Supports a .5 FTE or more regular position OR supports a FT, temporary or adjunct position

Previous generation laptop assigned and paid by Technology Services. Supervisor requests Mac or PC.

Not all .5 FTE staff positions are assigned a laptop**. Assignment is based on necessity in order to complete the duties of the position. The supervisor in consultation with Technology Services determines necessity. If a current generation laptop is desired, the supervisor must request this and agree to pay for access. Assignment of a current generation laptop contingent on availability.

Supports a less than .5 FTE position OR any temporary position less than FT OR any VCSU affiliate

Pay for access.

Supervisors must request a laptop and agree to pay for access. Assignment contingent on availability.

Second laptop for a position

Pay for access.

Supervisors must request a laptop and agree to pay for access. Assignment contingent on availability.

Specialty use, not for a position

Pay for access.

Supervisors must request a laptop and agree to pay for access. Assignment contingent on availability.

Public or shared access systems

Previous-Previous generation laptop or thin client.

Departments determine need and best solution in consultation with Technology Services. Additional systems in the future shall be considered using annual operating budget request processes.

*Positions that were not issued a current laptop in Fall 2015 will not be issued a current laptop in subsequent years without written approval of the CIO. 
** Positions that were not issued a previous model laptop in Fall 2015 will not be issued a previous model laptop in subsequent years without written approval of the CIO.    

Employee Laptop Computer “Pay for Access” Fees  

The chart below assumes the “Eligibility for Computer” in the chart above is “Pay for Access”. If the “Eligibility for Computer” in the chart above is greater than “Pay for Access”, the cost to the department will be the difference between the computer funded by Technology Services versus the computer requested by the supervisor. For instance, if “Eligibility for Computer” is “Previous Generation” and “Current Generation” is requested, the cost to the Department will be $190 (spring cost for current model) - $95 (spring amount employee was eligible for) = $95.00 to upgrade the laptop during spring semester.

Computer Requested

Fall Spring Summer Annual*
Current 0-3 yrs. old 450.00 190.00 70.00 710.00
Previous 2-6 yrs. old 225.00 95.00 35.00 355.00
Previous-Previous**
4-9 yrs. old
112.50 47.50 17.50 177.50

*Billings will occur on a semester basis, unless an annual invoice is mutually agreed to. If a computer is paid up-front on an annual basis, the “Annual” amount applies. If annual invoice is selected, partial refunds will not be processed if changes occur during the year. The annual cycle begins and ends the third to the fourth week in July when laptops are typically upgraded.
**Previous-Previous models are typically used for simple tasks such as reading email or may be used for a specific application such as Compass testing. These systems may not support current operating systems, the Microsoft Office suite or other standard software. 

In instances where an end-user is both an employee and a student, departments may request to “pay for access” according to VCSU policy V1901.02.01. This may reduce department expense in instances where the user is both a part-time student and a part-time employee and they have paid mandatory technology fees associated with their credits.