Effective FY13, the process for routine computer renewals in smart classrooms and computer labs covered through Student Technology Fees (STF) changed. For routine computer renewals, a Project Request is no longer needed. OTS will instead work with each college and department to plan, purchase, and deploy renewal computers based on the "decommissioning date" on file.

Extraordinary requests will still require submission of a Project Request by the college or department during one of the annual cycles. Extraordinary requests include, but are not limited to: expanding the number of computers in a lab, creating a brand new lab or classroom, adding or replacing printers, requesting computers that are above and beyond the standard configuration (e.g., higher end models, additional memory, faster processor, etc.), and related scenarios.

Process for Routine Computer Renewals

1. OTS will provide a list of eligible computers for renewal based on the decommissioning date—a date set by colleges and departments, generally three years from the purchase date, at which time the computer is projected to be replaced.
2. College and department technology staff will work with OTS to finalize the computer ordering and replacement schedule.
3. OTS will arrange for purchase and delivery.
4. The college or department is responsible for the following:
   1. Accepting computers from Central Receiving
   2. Storing computers in a secure location
   3. Unboxing and checking for damage or missing parts within one week of delivery
   4. Setting up the computers
   5. Updating the computer census within 14 business days of setup

For a flowchart view of the process, click here.

• The decommissioning date can be extended an additional four months from the purchase date so that the setup work can be completed between semesters. However, the university has set at goal to ensure computers are renewed every three years to ensure that students have up-to-date, capable systems, so extending the decommissioning date longer is generally not acceptable.

 

OTS is Here to Help

If a college or department needs additional staff to help setup computers or update the census, OTS is available to help and will:

1. Assist with designing and creating a standard software image based on an OTS-provided base
2. Help unbox, inspect, and plug-in computers
3. Assist with inventorying the computers and updating the census data
4. Extend rights to other department or college staff to update the computer census database

 

The Computer Census

The census database is the authoritative source for computer assets in all classrooms and computer labs and is used to budget and plan purchases to ensure computers are refreshed on a three-year cycle. The Computer Census is stored in a SQL database and available to access using an OTS-supplied Microsoft Access database.

College and department lab managers and IT Coordinators have access to view and update the computer data for the smart classroom and computer labs that they manage. If you do not have a Microsoft Access database for your department Computer Census, or if you have questions about the Computer Census or need assistance, contact Julie Leary, 410-704-4561 or jleary@towson.edu.

• List of contacts for various colleges and departments

 

Frequently Asked Questions (FAQ)

Contact Julie Leary at 410-704-4561 or jleary@towson.edu with any questions, requests for modifications, requests for assistance, etc.

 

1. What is the difference between the Student Technology Fee (STF) Computer Renewal Process and the Computer Trade-Up Program?
   Renewal of computers in smart classrooms and computer labs is funded through Student Technology Fees with a three-year replacement cycle goal. The Computer Trade-Up Program is funded through the university's general fund and covers only faculty and staff office computers plus certain other scenarios. See this website for details: http://www.towson.edu/tradeup

2. What is a decommissioning date?
   The decommissioning date is the actual date on which the department or college intends to retire the computer from classroom or lab service and replace it with a new one. The date should generally be selected so that it falls within a regular period of "down time" such as between semesters or during the summer. This will allow staff to change out the old computer without interfering with facility use.

3. If the renewal cycle is three years, what is the earliest decommissioning date we can use?
   Three years from the date of purchase.

4. If the decommissioning date falls on a date that is not practical to replace the computer, what can we do?
   You have a four-month grace period. As long as the computer is retired within three years and four months from the date of purchase, the goal of a three-year renewal cycle will be met. This gives you the latitude to schedule computer replacements at a time that best meets the needs of your college or department, e.g. summer, spring break.

5. Can I delay renewal beyond three years, plus the four-month setup grace period?
   No. However, if it creates unreasonable workload pressure on department or college technology staff, OTS stands ready to help with computer set up, inventory, and with computer census updates. The three-year renewal cycle for computers in classrooms and labs was decided and approved by the Academic Committee for Technology. It is a policy decision.

6. I want a particular lab to have only one make and model of computer. This will keep things simple. Can I adjust the decommissioning date to make that happen?
   Since computer manufacturers, Dell specifically, change models annually, there is never a guarantee that the same models will be available, so the practical answer is no. OTS will assist college and department lab managers to resolve imaging issues in mixed-model labs.

7. Can I wait till the break to arrange delivery of my new computers, e.g. summer, winter, spring break?
   Absolutely. In fact, you should factor that in when setting your decommissioning date—just keep it within the four-month grace period.

8. If I do not have the time or resources to handle a scheduled computer renewal, what can I do?
   OTS staff will help college or department technology staff, on request, with computer unboxing, set up, and updates to inventory or computer census records.

9. I don’t have time to inventory my classroom and lab computers. Can I wait till Property Records visits to conduct an audit of new computers in my classrooms and labs?
   Records are expected to be updated within 14 business days after computers are setup in a lab or classroom and we are counting on cooperation from colleges and departments. OTS needs near-real-time data for planning, budgeting, and logistics purposes. Property Records interests focus primarily on inventory.

10. Can I have multiple people access the computer census database to help keep it up-to-date?
    Yes. Using the Microsoft Access database supplied by OTS for your college or department, multiple people can have access and help keep it up-to-date. Just contact Julie Leary, 410-704-4561 and make the request to add additional people to your college or department's access group.

11. One of my rooms is missing from the Computer Census. How can I update my information?
    Let us know if a classroom or computer lab is not in the census database or is incorrectly listed.

12. My college or department wants to fund the replacement of some of the computer lab and classroom computers out of our operating budget. Can we do that?
    You really should let the Student Technology Fee program cover renewal of those things it was designed for and preserve your department operating funds for other expenses. If a college or department wants to purchase computers from their own budgets or grants sources, or otherwise procure or dispose of computers from the Student Technology Fee initiative, the request must be made in writing through the Academic Committee for Technology.