November 20, 2001

Policy for Using Recycled Computers in Academic Locations

Background

The College PC Replacement Policy, as developed in 1999, states that computers should be replaced when they become “a barrier to the user.” It also states that a computer should be replaced if it does not “present a positive programmatic image.”

The term “recycled computers” refers to those units that were bought for a specific location/job site and were later replaced by the required newer model. The question that arises, and the one that is the point of this policy, is “What do we do with these computers?”

The College PC Replacement Policy addresses the issue of “recycled computers” in several sections:

  • Under “Guidelines for replacement,” paragraph 3 states that a recycled computer should remain in its second location for at least one year.
  • Paragraph 7 discusses the “hand-me-down” scenario and discourages its practice. “The replaced unit should return to campus stock.”

The Replacement Policy does not discuss the issue further, other than to say “Each Campus and Central will develop procedures for the reuse of replaced equipment.”

The College Computing Council/Standards Committee has developed a minimum configuration for all systems on the College network. This standard is necessary to protect the network from security breaches, but it also improves the cross-compatibility of staff computers and makes computer support more manageable.

At a time of great budget deficit, however, it is difficult to retire a computer that is still functional. It has been argued that many job functions do not need a state-of-the-art system, that many employees just need to check their email or work on simple Word documents. This may be true and it should be the decision of the ETU staff to allow a computer to stay in use. If it does not meet current security requirements, however, it should be removed from the network. (See note from Gary Ris.)

A distinction needs to made, however, between computers in administrative offices and computers in academic settings such as computer classrooms and open labs.

Policy for Using Recycled Computers in Academic Locations

“Academic Locations” are defined as computer classrooms and open labs.

  • According to the College PC Replacement Policy, PCs are replaced when “the hardware becomes a barrier to the user.” No computer meeting this description should be placed in an academic area.
  • “When PCs serve as both an integral component in an educational program as well as a marketing tool for attracting students, replacement should be considered when the computer can no longer present a positive programmatic image.” Four or five year old computers do not present a positive image.
  • No computers that endanger the security of the college network should be in use in academic areas.
  • No lab or classroom should have a mix of computer generations. All computers in a lab or classroom should be able to run all the software in that lab.
  • Maintaining a current level of computers in all labs and classrooms should be a college-wide priority.
  • Exceptions can be made with the prior approval of the campus technology administrator.