SMTD Computer Hardware and. Software Asset Inventory Policy

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1 SMTD Computer Hardware and Software Asset Inventory Policy Effective Date: May 18, 2015 Purpose: With a considerable amount of computer hardware and peripherals both on and off-campus, maintaining an accurate inventory (what with whom and where) of SMTD-owned equipment is a complicated task. While this task has been assigned to the SMTD Technology Support Analyst, accomplishing it requires a cooperative effort between the several SMTD departments and the cooperation of every SMTD employee. This policy sets down a defined sequence of events that will take place for every capital asset purchased by SMTD (except assets exempted by the Dean or Associate Dean), and the series of events that will take place to verify the location and the condition of the equipment as it moves through its life cycle at SMTD. Definitions: Departmental computer asset: For the purposes of this policy, Departmental computer assets are computers or tablets and any other single items requiring a computer or tablet to function (e.g., monitor, scanner, printer) that have been purchased by a department or division for use within that unit. Secondary computer asset: For the purposes of this policy, Secondary computer assets are computers or tablets and any other single items requiring a computer or tablet to function that have been replaced by the purchase of a brand-new replacement device. Secondary assets are considered available for use as needed throughout SMTD. Fixed computer asset: For the purposes of this policy, Fixed computer assets are Departmental or Secondary computer assets that cost $5, or more at the time of purchase. All Fixed computer assets must have a numbered, adhesive UNCG property tag attached and must be tracked and accounted for annually by UNCG Fixed Assets. Fixed computer assets may not be transferred or disposed of without filling out the FA-14 (transfer) or FA-16 (disposal) forms, which must be signed by the appropriate department head or division chair. Please visit the UNCG Fixed Assets web page for more information:

2 Classroom computer asset: For the purposes of this policy, Secondary computer assets are computers or tablets and any other single items requiring a computer or tablet to function that have been installed in a classroom, lecture hall, auditorium, rehearsal room, dance studio, or any other venue of instruction. Classroom computer assets are purchased through UNCG ITS Classroom Technology Services and are not supported by the Technology Support Analyst. Software asset: For the purposes of this policy, Software assets are supported software is that for which SMTD has purchased a site license (or a sufficient number of individual licenses), which is configured by the Technology Support Analyst and which is installed individually, department or school-wide that are discipline-specific. Included here are operating systems, software suites, applications and utilities that meet the specific needs for teaching and practicing the performing and visual arts. NOTE: All software is subject to UNCG policies governing clickwrap, click-through and automatic update agreements. Installing software that is not approved by University Counsel may enter SMTD into an unauthorized contract, which may include provisions that are prohibited by North Carolina state law. For an overview of UNCG click-wrap policy, please visit: For a list of approved click-wrap agreements, please visit: Policy: The School of Music, Theatre and Dance strives to provide all faculty and staff with one primary computer workstation. Each faculty or staff member is given the choice between a desktop or laptop computer, and may choose between a Windows-based PC or an Apple computer running Mac OS X. Tablets and peripheral devices such as scanners are provided at the discretion of the appropriate department head. Each department strives to replace computing equipment on a rotating schedule, at their discretion, of either 3 or 4 years. Once a Departmental computer asset has been replaced, it becomes a Secondary computer asset and may be distributed as needed across SMTD wherever the need is greatest. Secondary workstations shall be provided for use by Graduate Assistants, Teaching Assistants and student employees when available. It is not possible to provide every faculty or staff member with multiple workstations, nor should there be any expectation of such. If a faculty or staff member has a demonstrable need for a second workstation, then he or she should submit a request to his or her department head for consideration.

3 All Departmental, Secondary, Fixed, Software and Classroom computer assets are the property of the University of North Carolina at Greensboro and are subject to the Acceptable Use of Computing and Electronic Resources Policy and all other UNCG policies and regulations. For more information, please visit: Part 1. Acquisitions All new hardware assets (except assets exempted by the Dean or Associate Dean) shall be: 1. considered for acquisition after consultation with and via proposal drafted by the Technology Support Analyst from a State of North Carolina or UNCG-approved vendor, 2. acquired through the UNCG Campus-wide Hardware Procurement Program (CHP) or the University Apple Store, 3. received by the Technology Support Analyst so the software and hardware configuration can be ascertained and recorded into the appropriate hardware asset inventory database, and then it will be distributed to the appropriate SMTD unit for installation. SMTD will install and support only the UNCG ITS standard suite of software and software approved by University Counsel. The user may NOT install additional software until the software has undergone the appropriate vetting and approval process. All new software assets (except those assets exempted by the Dean or Associate Dean) shall be: 1. considered for acquisition after consultation with the Technology Support Analyst and will be submitted to the appropriate department head with proposal collected from a State of North Carolina or UNCG-approved vendor, 2. will be acquired through a State of North Carolina or UNCG-approved vendor, 3. will be tracked by the Technology Support Analyst in the appropriate software asset inventory database, 4. shall be installed only on a University-owned workstation only after consultation with the Technology Support Analyst and only if the software is in compliance with the University click-wrap policy. Part 2. Relocation or Transfer All equipment moves from one SMTD desk to another SMTD desk must be preceded by at least a 3-day notification to the ITS Service Desk (6TECH). Equipment in any other moves, such as from an office to a home, or from an office to an off-site location, must first be brought to the Technology Support Analyst so condition of the equipment can be assessed and the destined location

4 and the person associated with the asset can be entered into the database. This excludes day-to-day use of laptop computers or tablets, which are intended for portable use. Part 3. Disposal Once Departmental, Secondary or Fixed computer assets have reached the age of 4 years or an age where it is no longer economically feasible to support them, they will be will be designated as candidates for disposal. Computer workstations that have been designated for disposal will be sent to the University Warehouse where other departments may elect to add them to their respective inventories. Computer hardware that has been sent to the warehouse will be sold at a monthly public auction if they have not been claimed by another department, or if they are designated as unsupportable by UNCG IT Services. For more information about the monthly UNCG Warehouse Surplus sales, please see: NOTE: It is not possible to legally transfer ownership of University-owned property to any individual except through public auction. Part 4. Verification (applies to all SMTD faculty and staff) Fixed computer assets: Once per year, an inventory form will be mailed to all SMTD faculty and staff known to possess Fixed computer assets. These forms will require an accounting of all off-site Fixed computer assets, their UNCG property numbers, their location, and their condition. Filling in and signing the form will be mandatory for all SMTD faculty and staff in possession of Fixed computer assets. All other non-fixed computer assets: Verification of the location of on-site assets is an on-going process. The appropriate hardware asset inventory database shall be updated regularly by the Technology Support Analyst whenever computer assets are purchased, transferred, moved or disposed of. Regulation: The Technology Support Analyst must know the specifications, location, and person associated with all hardware and software computer assets. Procedure: Acquisitions:

5 1. Item purchased through SMTD Purchasing Agent or Technology Support Analyst, 2. Equipment arrives, is recorded and, if necessary, issued a number and UNCG Fixed Assets adhesive property tag, 3. Equipment is assigned to a user, 4. Work orders are created as needed (unless bulk purchases, in which case work orders are filled out afterwards), hardware and software installed, asset and work done are documented in appropriate hardware asset inventory database. 5. Equipment is distributed. Relocation or Transfers: On-campus 1. ITS Service Desk (6TECH) receives notification of on-campus transfer no less than 3 days prior to date of actual on-campus relocation. 2. ITS Service Desk issues work orders to SMTD Technology Support Analyst. 3. Technology Support Analyst makes every effort to complete work on the requested date. 4. New location and new assignee (the equipment's new "owner") are recorded in the appropriate hardware asset inventory database. Off-campus 1. ITS Service Desk (6TECH) receives notification of off-campus transfer no less than 3 days prior to the off-campus relocation. 2. ITS Service Desk issues a work order and notifies the SMTD Technology Support Analyst. 3. Equipment is checked over, any work required is done. 4. New location and "owner" are recorded in the appropriate computer asset inventory database. 5. If the Equipment is a Fixed computer asset, the appropriate UNCG Fixed Asset transfer form is filled out and signed by the appropriate department head. Disposal 1. The Technology Support Analyst will ascertain the age, warranty status and maintenance history of any Departmental, Secondary or Fixed computer asset that has reached the age of 4 years or more. 2. If the workstation or tablet has a clean maintenance history and still surpasses the minimum hardware requirements of the current supported

6 Windows and Mac OS X operating systems, the workstation may be selected for redeployment as a loaner or replacement workstation. 3. If a workstation or tablet is designated as unsuitable for redeployment, it will be designated for disposal. The hard drive will be removed if possible. If it is too difficult to remove the hard drive without destroying the workstation, the hard drive will be wiped using a data shredding utility with no less than 7 passes of writing random data to the entire surface of the hard drive. Once the wiping process is completed, a pickup request will be submitted to the UNCG Warehouse for pickup and disposal.