TECH-102: Laptop Issuance Policy

Impact Area at SUNY Morrisville: Morrisville Campus, Norwich Campus

General Subject Area: Technology - Laptop Issuance Prioritization

Author: Technology Services

Policy Summary

Purpose

To establish clear guidelines for the distribution and management of laptops to faculty and staff, ensuring equitable access while prioritizing organizational needs.

Laptop Issuance Policy Statement

Laptops are issued based on the following prioritized criteria to support the institution's operations and accommodate unforeseen circumstances:

1. Emergency Loaners and Replacements for Accidentally Damaged Laptops (Equipment Failures, Breakage, Drops & Spills)
   
   • In cases where a laptop is required as an emergency loaner or to replace a damaged device critical to a full-time faculty or staff member’s work, such requests will be prioritized above all others temporarily until the issue is resolved.
   • Multiple requests from the same employee with damaged laptops will not be tolerated and repeat offenders will be denied a replacement laptop.
2. Full-Time Faculty, Staff and Required Employees
   
   • Full-time faculty and staff will receive priority for laptop issuance as their roles often demand continuous and substantial access to institutional resources to complete their job duties.
   • Laptops are issued to full-time faculty and staff by the Technology Services Help Desk during their onboarding process.
   • Laptops are issued to Offices for Work Study students’ use to complete their assigned job duties.
   • Green Thumb volunteer employees are issued a laptop only when a laptop is required to complete their assigned job duties.
3. Part-Time Faculty and Staff
   • Adjunct Faculty are not eligible to receive a campus issued laptop and must provide their own equipment to teach their class.
4. Faculty/Staff Laptop Upgrades for Equipment 6+ years old 
   • Technology Services will review the laptops in this category and fulfill the upgrades, prioritizing any required security mandates, and as the supply of available laptops allows.
5. Designated Loaner Pool of Laptops (Approx. Qty. 10-12 laptops)
   • This pool of laptops is set aside for staff and student use during important campus events like Registration / Orientation / Open House / Accepted Student Days each semester.
     1. Admissions to complete Admissions paperwork
     2. Financial Aid to complete FAFSA and other financial aid information & forms
     3. Student Accounts to login to complete payments
     4. Campuswide Advising for schedule changes
     5. University Police for parking decals
     6. Residence Life to complete housing assignments
     7. Student Health Center – to update and complete health and immunization compliance records
     8. Technology Services to update passwords and assist with WIFI connectivity

Return of laptops from employees who are no longer working at SUNY Morrisville

• All laptops must be returned to the Technology Services Help Desk immediately after any employee leaves employment with SUNY Morrisville for any reason (terminations, voluntary departures, retirements, etc.).
• Returned laptops will be inspected, cleaned, updated, and reevaluated for future usefulness and when appropriate, returned to the available laptop inventory.
• If a laptop is damaged beyond repair or older than 6 years old, then any useful parts and components of the laptop are salvaged for future use, and the remainder of the broken parts are properly surplused and removed from the SUNY Property Control System at SUNY Morrisville.

Implementation

1. Inventory Management
   
   • A dedicated inventory of laptops will be maintained, with a buffer reserved for emergency needs and unforeseen circumstances.
2. Request Process
   
   • New faculty and staff email account requests are generated by the Human Resources office during the onboarding process. A Technology Services ticket is generated requesting a new email account be created
   • Deans or Dept. Supervisors must submit a formal request for a new laptop through the Technology Services Ticketing System by emailing [email protected]. The ticket should also include details about the security permissions and network drive access permissions that should be granted and set up during the laptop configuration process.
   • Requests will be evaluated and fulfilled in alignment with the priority criteria above, as the supply of available laptops allows.
3. Emergency Requests
   
   • Emergency loaner requests or damaged laptop replacements must be flagged as "urgent" and will be expedited for resolution as quickly as possible, as the supply of available laptops allows.
4. Approval Workflow
   
   • All requests for new laptops and laptop upgrades must be approved by the Deans or department supervisor of the employee and then get approved by the Technology Services Help Desk, as the supply of available laptops allows.

Responsibilities:

• IT Department:
  
  • Maintain laptop inventory and ensure compliance with this policy.
  • Facilitate the issuance and return processes.
• Department Heads:
  
  • Approve requests and ensure alignment with operational priorities.
• Employees:
  
  • Submit accurate requests and adhere to laptop usage policies.

Review and Updates

This policy will be reviewed annually to address any operational changes or emerging needs at SUNY Morrisville.