This article reports the latest version of the Staff IT Hardware Provision Policy approved by the University.

This policy is designed to:

• Provide a clear understanding, for our community, of what they can expect from iSolutions and what are iSolutions expectations of the community.
• Provide a policy for the supply of devices  to members of the University which is sustainable in the prevailing financial environment
• Provide for device purchases through University approved suppliers in compliance with University financial regulations  and procurement policy
• Provide flexibility of provision where it is required (e.g. enhanced variations as a consequence of research needs)
• Provide for additional necessary ICT provision for individuals through diverse funding streams
• Streamline the procurement and deployment process and make it quicker and more responsive

Please find a downloadable copy of the document within the "Attachments" section.

 

A) Definitions

Term	Definition
Registered Asset User	The employed University staff member or PGR (including MRes) that an asset is registered against
Eligible Posts	All University employed or PGRs (including MRes), posts that require need the use of a computing device on a regular basis, except for Interns and those employed via UniWorkforce
Full-cost Posts	Posts occupied by emeritus academics, visitors, interns, and casual staff – computing equipment must be paid for at full cost
Central IT Hardware Budget (CITHB)	The budget which the University makes available for the provision and repair of Staff IT Hardware
Department	Faculty, School or Professional Service
Device	University provisioned desktop, laptop, tablet or mobile phone
Core Catalogue (of Devices)	List of available devices that are supplied, built, managed and supported by iSolutions KB0081988
Standard Device	Base device fully funded from the CITHB
Bespoke Device	An off-catalogue device requested to meet a specialised research or teaching requirement – Full costs apply
Primary Device	The single device which is fully or part funded by the Central IT Hardware Budget
iSolutions Contribution	The contribution paid by iSolutions towards the purchase of a Device other than the standard models. This is set annually at the cost the standard laptop on 1st August.

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B) Policy Aims

To provide:

1. An environmentally sustainable approach to IT asset management and disposal - prevent, reuse, recycle, recover, dispose
   
   
2. The basis for a common and consistent approach for the supply of devices to members of the University which is sustainable in the University’s financial environment
   
   
3. The basis for a consistent level of service and support so that the University receives best value for money from its IT Hardware

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C) Principles

1. All Devices must be requested via iSolutions and purchased through University approved and contracted suppliers in compliance with University financial regulations and procurement policy
   
   
2. Regardless of their funding sources, all provisioned Devices remain the property of the University of Southampton
   
   
3. Departments and iSolutions will make all reasonable efforts to re-use existing Devices before seeking to purchase new Devices
   
   
4. iSolutions will maintain an Asset Register of all devices purchased by the University to satisfy internal and external auditing requirements and to ensure that the University continues to obtain optimal value from its investment
   
   
5. Each Eligible Post is entitled to one Standard Device which is fully funded by the Central IT Hardware Budget.
   
   
6. New posts will be provided with new equipment on request. New starters in existing posts
   are expected to use the equipment of the previous postholder, where no equipment is available or is too old to be useful, replacement equipment will be provided but it may be with a recycled device
   
   
7. Replacement of existing equipment assigned to an Eligible Post will only occur where repair is not economically viable, if a replacement is required it may be with a recycled device
   
   
8. If the responsibilities of an Eligible Post have changed in such a way that the current equipment is no longer suitable, replacement equipment will be provided but it may be with a recycled device
   
   
9. If the Eligible Posts requires a non-Standard Device, then the iSolutions Contribution will be paid towards the device with the Department paying the balance.
   
   
10. If an staff member requires more than one Device, then the purchase and replacement of any additional Device is 100% financed by their Department including all supporting peripherals and equipment. These additional Devices are also subject to this Hardware Policy
    
    
11. The Devices available within the Catalogue will be reviewed annually by iSolutions and Departmental representatives and adjusted, where possible, to align to evolving University requirements within the available budget
    
    
12. Departmental line managers and PGR supervisors must be able to account for the Devices allocated to their direct reports / supervisees
    
    
13. iSolutions has the responsibility, on behalf of the University, to recycle or dispose of all IT Hardware in accordance with statutory data management and waste disposal regulations
    
    
14. All University staff and PGRs will treat University IT Hardware with due care to minimize the risk of accidental damage, loss or theft. The cost of all repairs or replacements resulting from accidental or intentional damage, loss or theft will be borne by the relevant Department
    
    
15. It’s the responsibility of everyone to ensure Cyber Security measures are followed when using all devices
    
    
16. Anyone receiving new or replacement Devices are expected to reuse existing peripherals (e.g. Keyboard, Mouse, Monitor, Docking Station, Webcam, Headset) where available. If not available, new peripherals must be paid for

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D) Roles and Responsibilities

Details of the Device Types supplied to the University, including the current iSolutions Contribution and how they are funded and supported, are summarised in KB0081988 Computer Purchasing.

iSolutions will

1. Purchase, build, deploy, maintain, support and retrieve a device for each University post and PGR in response to requests received from Departments via the Service Portal
   
   
2. Install University provisioned operating systems on all devices
   
   
3. Install any required software necessary to ensure ongoing management and security on all devices.
   
   
4. Ensure all laptop, desktops and tablets are University asset tagged for identity and reporting purposes.
   
   
5. Provide Departments with information about unused, existing devices within their areas upon request for any additional devices, to maximize the value from each existing Device
   
   
6. Collect, assess, data-wipe, rebuild and redeploy devices from staff members and PGRs when they leave their post / studentship to ensure compliance with the data security and information management responsibilities of the University
   
   
7. Maintain a limited supply of laptops which are available for loan to staff members, interns, UniWorkforce staff and visitors. Further advice on loan laptops for overseas travel is available via the Computer Loan Equipment Request
   
   
8. Provide details of Device specifications and prices via KB0081988 Computer Purchasing.
   
   
9. Aim to replace and/or upgrade Primary devices to ensure the University has hardware to meet business needs. The replacement of this hardware will be at iSolutions’ discretion in accordance with the available Central IT Hardware Budget

Departments will

1. Ensure that all University Devices are returned to iSolutions Stores or request IT equipment collection when no longer required
   
   
2. Inform iSolutions if an existing machine has been reallocated to another member of staff to ensure compliance with GDPR legislation by removing all previous staff data
   
   
3. Not remove security software which has been installed by iSolutions upon a Device
   
   
4. Ensure their members follow iSolutions guidance when using University devices either overseas or off-site in support of field trips
   
   
5. Arrange the repair of any Devices with iSolutions
   
   
6. Consult iSolutions before any proposed device management changes are implemented to ensure University data and security is protected.
   
   
7. Inform iSolutions, via the Service Portal, the theft or loss of any Device. If relating to theft, a crime number must be obtained and referenced for iSolutions to update the Asset Register
   
   
8. Inform iSolutions, via the Service Portal, of any accidental or intentional damage to any Device

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Computer purchasing (staff)