Umm Al-Qura University

Umm Al-Qura University

Replacement Policy for Desktop and Laptop Computers and Peripherals


- 2019/04/09

Replacement Policy for Desktop and Laptop Computers and Peripherals:

This policy outlines the mechanism for the replacement and maintenance of desktop computers, laptops, and peripherals at Umm Al-Qura University.

Overview

This policy applies to desktop computers, laptops, and peripherals (such as printers, multifunction devices, and scanners) owned by Umm Al-Qura University. This policy will not be applied to computers bought through research grants.

Scope

The establishment and development of an integral technological infrastructure to achieve the requirements of the local, regional, and international authorities.

Strategic Objective

The devices owned by UQU are subject to a replacement cycle. The Deanship of Information Technology annually assesses the desktops, laptops, and peripherals that need replacement in a response to the technological developments and changes in UQU's requirements.

Detailed Objective

Policy

  1. The life of any desktop, laptop, or peripheral at Umm Al-Qura University should be at least four years.
  2. The life of any tablet computer at Umm Al-Qura University should be at least three years.
  3. The life of any smart phones at Umm Al-Qura University should be at least two years.
  4. Desktop computers, laptops, and peripherals should not be replaced until their minimum life has expired, unless the device encounters a lot of malfunctions and cannot be repaired. The Deanship of Information Technology is responsible for supervising the acquisition of desktop computers, laptops, and peripherals in the various colleges and departments.
  5. No UQU academic or administrative staff member may obtain more than one computer (desktop or laptop).
  6. The customer service office in the Deanship of Information Technology is responsible for the maintenance of the devices during the guarantee period, provided that the deanship takes the necessary measures with the vendors.
  7. Devices whose guarantee periods have expired will be assessed and maintained as needed, after obtaining the approval of the Deanship of Information Technology.
  8. The Deanship of Information Technology assesses and prepares the reports and plans the replacement of devices annually, at the beginning of each academic year, in consultation with the colleges.
  9. Applications for replacements that are outside the ordinary replacement cycle are submitted to the Deanship of Information Technology.
  10. The replacement applications depend on the following criteria:
  • Expiry of guarantee period.
  • A new technology or a practical need that requires replacement.
  • New technologies or requirements for work.
  • Repeated malfunctions.
  • Budget availability.
  1. All the devices should be purchased according to the standard specifications of the devices used for work (not for personal use) that are set out by the Deanship of Information Technology.
  2. When necessary, standard specifications that are not set out by the Deanship of Information Technology may be followed, after approval by the deanship.
  3. The Deanship of Information Technology is not responsible for any purchase process that is not compatible with the standard specifications set out by it, unless the standard specifications used were previously approved.
  4. The Deanship of Information Technology evaluates and consults specialized sales agents to choose the best international brands and quality of model, price, and efficiency that are suitable for UQU.
  5. The Deanship of Information Technology supervises the purchase and distribution process for desktop computers, laptops, and peripherals.
  6. All the desktop and laptop computers are equipped with a preloaded operating system in line with the needs of the different colleges and departments, after being approved by the Deanship of Information Technology.
  7. The process of replacement and distribution of the devices should be documented.
  8. Every desktop computer, laptop, and peripheral that is replaced is sent to the UQU warehouses, after the deletion of its memory and all the information it contains.

Executive Policies and Procedures:

  1. Umm Al-Qura University recognizes that some important jobs require authorization to the personnel for accessing the mobile data. Based on this:
  • UQU may provide tablet computers to those whom it may concern, in addition to the provision of the services required for personnel whose official duties require usage of devices that enhance their performance, whether they are academic or administrative staff.
  • UQU won't provide any financial subsidy related to the provision of cellular services or use of devices for voice calls.
  • The Deanship of Information Technology at UQU is responsible for the supply of tablets, after the approval of the administration or the college.
  1. The allocation criteria for tablet computers:

The desire for personal comfort is not a criterion for receiving a tablet. The criteria for receiving tablets are as follows:

  • If the functions of a staff member require them to spend long periods of time away from the office or place of work, and UQU thinks that the nature of work requires the need to access the UQU's database by that staff member.
  • If the functions of a staff member require them to access the data outside their established or regular working hours.
  • Applications for the purchase of a tablet or any similar device should be accompanied by a logical justification that sums up the proposed academic or practical usage of the device and clarifies the extent of the relevant institutional benefit.
  • Tablets do not replace the other standard computer devices used by the academic and administrative staff, and their allocation should not be constituted as a part of the central budget dedicated to the technical maintenance of devices after the expiry of their useful life. As tablets may not fulfill all the functional requirements, UQU will continue to provide desktop and laptop computers for its personnel.
  • Each application will be evaluated individually, according to each case, by the direct supervisor of the employee. After that, the approval of the UQU President or his deputy must be obtained. 
  1. Payment of Expenses:
  • Approval may not be granted for payment of the costs of personal purchases.
  • Approval may not be granted for payment of recurrent monthly fees.
  1. Provision of Subsidies:

Like many other devices, the users may communicate with the Deanship of Information Technology to receive the required subsidy.

  1. Redistribution:

The Deanship of Information Technology undertakes redistribution of the usable devices that are in good condition to individuals and departments at UQU. After completing the relevant tasks, the tablets will be returned to the Deanship of Information Technology at UQU, where all the data is deleted and the security files are set up again, after which the devices will be handed over to the new users. Labels should be fixed to the tablets to identify the devices owned by UQU and the IDs of the users.

  1. Lost or Stolen Devices:

The customer service office at the Deanship of Information Technology should be informed immediately upon the loss or theft of devices in order for necessary measures to be taken to reduce the risk of loss of data contained in them.

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