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General Description
Policy Provisions
University Owned Equipment Policy

Document Number: INFOTECH--101 Revision #:
Document Owner: Director of Information Technology Date Last Updated: 01/28/2016
Primary Author: Director of Information Technology Status: Approved
Date Originally Created: 01/28/2016

General Description

This document extends INFOTECH-100 IT Resource Access Policy. It delineates University policy on various aspects of all devices owned by the University and all software installed on said devices (“Equipment”).


All faculty, staff, and administrators

Responsibility: Director of Information Technology

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Policy Provisions

Hardware Procurement

The Information Technology Department (IT), under the direction of the Director of IT, in consultation with the University administration, is tasked with the responsibility of total management of the computer/technology resources of the University.

The Director of IT shall determine the standard configuration and specifications for hardware, software, and other IT-related components (“Standard Equipment”). Funding for provision of Standard Equipment shall be provided within the IT Department budget. Funding for purchases beyond the standard configuration shall be at the discretion of the IT Director and most often will be funded by the requestor’s departmental budget or from any budget line identified by the VP of Business and Finance.


Requests to procure Standard Equipment must be sent via email to


Standard Equipment

Standard Equipment is provided to full-time faculty and staff. Standard Equipment is, but is not necessarily limited to:

1. One laptop or desktop per employee with basic input devices (mouse, keyboard)

2. One monitor for each desktop computer

3. Microsoft Windows

4. Microsoft Office

5. Google Chrome Web Browser

6. Internet Explorer Browser for Windows PCs

7. Wired and/or Wireless Network Connectivity

8. Antivirus Software

Some departments have special software and equipment that is provided and supported by OIT, but the items in the preceding list are made available by OIT to full-time employees of all departments.


Hardware Upgrades

The University will upgrade Equipment on a regular basis. Users are expected to use their assigned Equipment until the University approved upgrades occur. Unauthorized hardware additions may be removed or disabled without notice.


Hardware upgrade requests may be sent via email to



Users may procure peripherals (external disk drives, keyboards, mice, etc..) through the Office of Information Technology. Funding for peripheral purchases that are not Standard Equipment shall be funded from the requestor’s departmental budget or any budget line identified by the VP for Finance. Any peripherals not approved by and purchased through OIT will not be supported.


Requests for peripherals may be sent via email to



Due to intellectual property protection requirements and compatibility concerns, ALL software, including “cloud” based software or software as a service (SaaS) products and freeware must be approved by and shall be purchased through OIT. Systems, including computers assigned to individual employees, will be monitored for unauthorized software. Software loaded without the explicit, written permission of OIT or the President’s Cabinet may be uninstalled without notice.


Funding for software purchases outside of Standard Equipment shall be funded from the requestor’s departmental budget or any budget line identified by the VP for Finance.


Software purchase requests or software related questions may be sent via email to



The University is committed to providing centralized network printers as the primary printing option for Users. Users are expected to use network printing for all printing jobs except mailing labels, and envelopes when required. OIT reserves the right to assign any network printer to another location at any time. Users are expected to learn to use the network printer to the fullest extent possible.


User Responsibilities

Users of University Equipment also assume responsibility to:

1. Prevent to the best of one’s ability any physical damage to the Equipment;

2. Provide an appropriate location for the Equipment;

3. Report any problem or unauthorized use of the Equipment to OIT in a timely and appropriate manner;

4. Allow only University authorized personnel to access and/or modify University equipment. Authorized personnel include University faculty needing to perform University related tasks on the Equipment. Authentication of authorized personnel and/or work may be obtained from OIT; and

5. Learn to use the Equipment to the fullest extent possible. Users are expected to attend University sponsored training sessions and to use University approved Equipment to the fullest extent possible on a regular basis.


Intellectual Property

Refer to University policy on Intellectual property.


Data Security

OIT shall make every effort to provide a secure computing environment by installing antivirus software, implementing network-based security measures and by defining, adopting, promoting and enforcing good security practices.


Security, backup and transfer of data on employees’ assigned computing devices (laptops, desktops, etc..) and directly-connected external storage devices (USB thumb drives, external hard disk drives) are the responsibility of the employee. OIT will not be responsible for backing up, transferring or managing User data stored on individual computing devices.


It is the responsibility of OIT to secure and backup systems and data that are centrally stored on University owned data storage equipment.


Some of the data collected, generated and stored by the University and its employees are subject to the Family Educational Rights and Privacy Act (FERPA). Employees are expected to familiarize themselves with and maintain compliance with this legislation. More information can be found at <>


Any and all data security concerns, including data breaches and potential data breaches, should be reported to the Director of Information Technology immediately.



Violations of this Policy may be grounds for discipline. Discipline may include loss of access to computing resources, loss of privileges, or other sanctions up to and including restitution, monetary fines, prosecution under statutes, and/or loss of employment.


In addition, Tennessee and federal law provides for civil and criminal penalties for violations of the law by means of computer use. Examples of unlawful actions include defamatory remarks, destruction of data or equipment belonging to the University or to others, unauthorized copying of copyrighted material and the transportation of obscene materials across state lines.


Changes and Revisions

This Policy is subject to change at any time. Changes made to this Policy will be reflected in this document. Notification of changes will also be communicated, at the discretion of the University, to the campus community via email and/or other communication channels.


OIT may publish more specific or restrictive policies respecting the use of specific computer Resources outside of this document. These additional policies will be made visible at the point of entry into a specific system or network. Users must abide by all policies approved by the executive committee with authority related to specific Resources where applicable.

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