V1220.02 Employee Access to Technology Services

Modified on: Tue, Feb 8 2022 1:43 PM

A. Purpose

VCSU seeks to provide affordable and convenient access to technology services, as appropriate to the needs of each position.

B. Procedures

Before obtaining access to technology services, employees must be approved for employment by the HR Office and they must be entered into the Campus Solutions administrative computing system by the Human Resources or Business Office. Once this information has propagated to NDUS computing systems, VCSU Technology Services staff will have the ability to create a user account for VCSU technology services. In addition, the supervisor may be required to provide additional information to Technology Services, e.g. desire for a long-distance access code, special requests for computer or phone type, office location, and other information not available from Campus Solutions.
A user account shall be created for all employees. This user account will provide access to VCSU enterprise applications appropriate to the position, such as computer login, portal applications, printers, copiers, telephone number, long distance access code, and VCSU One Stop.
Devices such as computers and telephones and access privileges such as phone numbers, long distance codes, and rights to department documents and folders are assigned to an individual based on a specific position. Users shall not retain devices and access privileges upon changes to their position and they shall notify Technology Services of privileges not appropriate to their position. When user changes occur, such as position assignment, supervisor, or office location; the devices, access privileges, E911 location, and other information must be updated within Campus Solutions where appropriate and Technology Services must be notified with a Technology Services electronic ticket or form prior to receiving new or different services.
Employees may check out portable computers, cameras, projectors, and other peripheral devices at the Technology Services Desk for work related purposes.
Employee Computer Access

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.

6. Employee 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. 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 V1220.01. 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.