Employee Computers

In compliance with University Policy 01:008 Employee Computers, Information Services & Technology (IS&T) manages the computer and software inventory across campus and is committed to providing University of Montevallo (UM) faculty and staff with the necessary computing technology to fulfill their job responsibilities. To do so effectively, efficiently, and equitably, the following processes and procedures have been implemented.

New Employees

Computer Allocation: The hiring process is managed by Human Resources but, as part of the onboarding process, all new faculty and staff who need a computer to perform their work will be assigned a computer by IS&T as follows.

• • Full-time faculty and staff will work through their department chair or direct supervisor to select a computer. The employee’s chairs or supervisor will receive a link from Human Resources that they will use to submit the computer request.
  • Temporary/Part time staff will be assigned a computer as determined by their direct supervisor. New computers will not be purchased but a refurbished computer from inventory will be issued.
  • Adjunct Faculty will not receive assigned computers; however, each department has assigned desktop computers available for use.

Software and Other Services: Once the employee’s requested computer has been acquired and processed during the onboarding process, a Solution Center technician will install the basic software package. If additional department-specific or proprietary software is needed, employees or their department chair or direct supervisor may submit a Software Request. The cost of additional software or cloud-based subscriptions is typically charged to the requester’s department.

After the software has been installed and the computer is ready, a Solution Center technician will schedule an appointment to install the computer in the employee’s workspace.

Current Employees (Refresh)

The asset inventory system informs the Asset Manager when current, full-time faculty and staff members are eligible to receive new computers. When a computer is being replaced as part of the 4-year replacement cycle, users may request a device from the list of Standard Configurations and Options provided by IS&T. Options beyond the standard configurations will be charged to the requesting department. When you’re eligible, you’ll receive an email with a link to the Refresh Option form with instructions for making your computer request.

If standard equipment does not meet a specific User’s requirement such as speed, RAM, storage, or peripherals; the department may request an exception to the standard. Additional funding to meet the required need will be provided by the requesting department. Requested upgrades to the standard configuration require approval by the Employee’s budget manager. IS&T will facilitate ordering and procurement of all computers.

Annual Refresh Process for Eligible Faculty and Staff

• • The Asset Manager will determine which Users are eligible for the current year’s refresh. An email will be sent to those Users with a link to the refresh options form along with instructions to select your refresh computer.  If no response is collected by the deadline, a one-for-one replacement will be purchased and installed.
  • The Solution Center will host a demonstration site for eligible Users to demo the replacement computers before the refresh options deadline.
  • The Asset Manager will determine the number of each machine type to order. The computers will be ordered, delivered and tagged.
  • Once the machines are received by IS&T from the vendor, the Asset Manager will email the Users to schedule an installation appointment.
  • The Solution Center will Image all new machines with the basic software package (Microsoft Office, MakeMeAdmin, Alertus, Adobe Acrobat Pro, and Sophos).
  • Prior to the installation appointment, Users will be asked to back up all documents, files and folders to One Drive or Box.
  • At the time of installation, a Solution Center Technician will visit the User’s location and perform back up tasks for the browser bookmarks, outlook settings and other application settings. The User must be present at the installation appointment.
  • A Solution Center Technician will ensure software specific to the User (obtained through the Software request process) is installed and data has transferred properly.
  • Once the installation is complete, the Technician will tidy up the area and dispose of any resulting trash from the installation process.
  • Old computers will be temporarily stored at the Solution Center before being wiped and repurposed or disposed of.

For assistance after installation, please contact the Solution Center.