Computer Renewal Program (CRP) Guidelines and Procedures

Purpose
The overall objective of the Computer Renewal Program (CRP) is to provide eligible faculty members with a computer to assist them in their teaching and research activities. This centrally coordinated and funded program is designed to replace the computers on a 3-year renewal cycle. Central coordination aims to produce economies of scale in purchasing, a simplified acquisition process, greater leverage in negotiating vendor terms and facilitating hardware and software deployment. The program moves the University toward greater standardization of equipment and an overall lower total cost of ownership.

Roles and Responsibilities
Faculties: In conjunction with CNS, establish a standard set of computer configurations. Within the annual Computing Plan, determine the number of computers that qualify for the CRP program according to the established eligibility criteria.

Faculty Technology Support Group (FTSG): The technology support group within each Faculty is responsible for: placing orders with CNS, taking delivery of the computers, notifying CNS of installation details, arranging for on-site warranty services, providing software support and tracking the computers from purchase to disposal.

Computing and Network Services (CNS): Places orders with the Vendors, maintains records of original purchase dates and recipients in order to plan for renewals, administers the accounting processes, maintains the CRP guidelines and procedures, refreshes the available configurations and prices.

Procurement Services (Purchasing): Negotiates with vendors, maintains the online order form, manages surplus asset disposal.

Faculty members: To be eligible for the CRP program, faculty members must meet eligibility criteria defined below. Eligible faculty members select the most appropriate computer configuration for their needs and place the order with their local FTSG.

Guidelines

Eligibility -
Full time tenure stream, contractually limited appointments (CLA), special renewable contract (SRC) and seconded faculty members are eligible to participate in this program. Faculty member status is to be determined as at July 1 of the planning year in question.

Should eligible faculty not currently have a computer or have a computer that is 3 or more years old, this program will provide them with access to a computer to assist them with their teaching responsibilities. An eligible faculty member holding a joint appointment is entitled to 1 CRP computer only. If an eligible faculty member relocates to another department at York the CRP computer will move with them.

Retirees and faculty holding fulltime administrative positions outside their department are not eligible to participate in this program.

Hardware & Software Standards -
The generic configurations are: Standard Desktop (funded 100% via the CRP); High End Desktop; Standard Laptop; and High End Laptop. The standard configuration includes the operating system and Microsoft Office software. The standard configuration will be reviewed annually and any changes will be put into effect for May 1st of each fiscal year.

The selection of computers available through the CRP program including the pricing is refreshed approximately every 2 months or more frequently if circumstances warrant a change, e.g., a selection becomes discontinued.

Funding -
All funds used to purchase computers under the CRP MUST BE UNIVERSITY FUNDS, i.e., CRP funds, Faculty operating funds, faculty P.E.R., or research funds.

Standard Desktop: The CRP provides for 100% funding of a Standard Desktop computer (Macintosh or PC). The level of funding provided through the CRP is based on the then current cost of a Standard Desktop computer, irrespective of the brand name available under the program, and is set as part of the annual Computing Planning Process put into effect May 1st of each fiscal year.

High End Desktop, Standard Laptop, High End Laptop: The purchase of a High End Desktop, Standard Laptop, and High End Laptop is supported by the CRP up to the cost of the then current Standard Desktop computer. If a computer selected is other than a Standard Desktop model, the cost difference between the upgraded model and the Standard Desktop must be approved by each Faculty through its FTSG and the incremental costs must be borne as outlined by the Office of the Comptroller.

The Office of the Comptroller has provided the following guidelines on the use of P.E.R. funds (Fund 4) and research funds (Fund 5) for the purchase of computers other than the Standard Desktop configuration:

• Fund 4 - Professional Expense Reimbursement (P.E.R.) Accounts
  Upgrades to computers purchased through the Computer Renewal Program are eligible expenditures for these accounts.
• Fund 5 - Externally Funded Research Grants
  The eligibility of expenditures for computer upgrades is dependent on the specific guidelines of the source of grant. The responsibility for ensuring eligibility rests with the researcher and if any expenditure is deemed not eligible by the granting agency it will be the responsibility of the individual faculty member to reimburse the grant. Please see below for general guidance and restrictions.
  • NSERC/CIHR/SSHRC
    Agency funds must contribute towards the direct costs of the research program or project for which the funds were awarded. Agency guidelines allow for the purchase of hardware and software, provided expenditure is required for the research.
  • CFI
    Generally, recipients are required to submit a copy of the itemized list of expenditures to the Canadian Foundation for Innovation, before award agreements are finalized. Any expenditure on upgrades should appear on this itemized list of expenditures.
  • Other Grants
    Reference should be made to the specific grant for any restrictions that may apply on eligible expenditures.
• Ontario Provincial Sales Tax (PST)
  It should be noted that when an upgrade qualifies as an eligible expenditure, the expenditure is generally not eligible for an exemption for Ontario PST. In order to qualify for an exemption for Ontario PST, the computer would have to be used exclusively for research purposes.

Ownership

All computer equipment obtained through this program are University-owned assets and remain the property of York University until they are declared surplus and disposed of in accordance with the University policy and procedure “Disposal of Surplus Furnishings and Equipment.”

If a faculty member wishes to have functionality added to a CRP computer and is interested in retaining these add-ons for the replacement computer under the program’s 3-year renewal cycle, it is recommended that these add-ons be in the form of external peripherals which can be easily removed from the computer. However, if a faculty member chooses to have the add-ons installed internally within the computer, the add-ons shall remain with the computer when the computer is replaced under the CRP.

Procedures

1. Obtaining Computers -
   
   Ordering: When ordering one or more computers via the CRP the FTSG will obtain the current copy of the CRP order form for the desired model from the York Procurement Services web site. The completed form must be faxed to CNS (55830). CNS will review the request and place the order with the vendor. The cut-off date for placing an order for the current program year is January 30.
   
   Delivery and Installation: The computers will be delivered directly to each FTSG by the respective vendor as per their order specifications. Each FTSG will handle the distribution and setup of the computers.
   
   Payment: The upfront purchase cost of the computer will be paid by CNS however, in order for payment to be made, the FTSG must ensure that the shipping bills are sent to CNS along with the asset tracking information. The required tracking information must include the name of the faculty member the computer is assigned to, the installed location either on campus or off campus, serial numbers of the CPU and monitor, and the MAC address.
   
   
2. Ongoing management -
   
   Accounting: When ordering computers the FTSG must supply an accounting cost centre where CRP funds and all charges will be allocated. During the accounting process over the 3 year life of the computer this cost centre will be charged annually 1/3 of the cost and receive 1/3 of the funding based on the costing of the Standard Desktop computer. All costs in excess of the Standard Desktop model, e.g., options, upgrades, add-ons, etc., will be added to the first installment.
   
   Asset Management: Each FTSG is responsible for tracking the computers obtained for their faculty members through the CRP in order to facilitate planning, replacement, audit and reporting. This includes the tracking of the transfer of computers (redeployment) to faculty members other than those originally designated as recipients under the CRP.
   
   Maintenance: Computers obtained through the CRP have a 3-year on-site warranty. Faculty members will contact their FTSG directly to arrange for on-site service. Software support is handled by each FTSG.
   
   Renewal: In June of each year, CNS will provide to each FTSG a list of computers eligible for replacement in the upcoming budget year.
   
   
3. Renewal Options -
   
   After three years a computer obtained via the CRP is eligible for replacement. Prior to a faculty member becoming eligible for a new computer under the program, one of the options outlined below must be selected and adequately documented for asset management and audit and reporting purposes. Under no circumstances is a faculty member permitted to purchase a CRP computer assigned to them. The options available, in priority order, are:
   1. Redeploy within the Faculty – The Faculty through its FTSG will identify areas of need and will redeploy the computer to address academic priorities. Ownership is retained by the University and the Faculty continues to provide support and repair in accordance with its standard operating practices.
   2. Redeploy within the University – CNS and the Faculties will work together to identify areas of need and will redeploy the CRP computers to address academic priorities. Ownership is retained by the University and the department acquiring the computer assumes responsibility for support and repair in accordance with its standard operating practices.
      
      
4. Disposal of Surplus Assets -
   
   If neither of the renewal options described above is selected, the Faculty will declare the computer surplus and coordinate the disposal with Procurement Services (who administer the University Policy “Disposal of Surplus Furnishings and Equipment”) as outlined on their web site under Surplus Asset Disposal.
   
   
5. Disposition of Computers prior to 3rd Year Renewal –
   
   Disposition of a computer prior to the expiry of a 3 year term will be as follows:
   
   Employment Terminated: The Faculty will recover and take possession of the computer from the faculty member and select one of the redeployment or disposal options described in 3. Renewal Options above.
   
   
6. Lost and Stolen Equipment -
   
   Each Faculty is responsible for the security of the computers obtained for their faculty members.
   
   While on the York campus, computer equipment is covered by the University’s insurance policy and governed by the Faculty’s policies and procedures.
   
   If a CRP computer, desktop or laptop is removed from campus locations, it must be covered by an individual’s own personal household insurance or alternatively the individual must provide a written statement of personal responsibility for costs of replacement or repair of the computer, if damaged, lost or stolen while off campus.
   
   All lost or stolen machines must be reported immediately to York Security Department at extension 33333.
   
   A faculty member will not become eligible for another CRP computer until CNS has been compensated for the value of the lost or stolen computer. A lost or stolen computer will be replaced under the CRP provided that the Faculty compensates CNS with an amount equal to the residual value of the lost or stolen computer. When calculating the residual value for a lost or stolen computer, assume a straight-line depreciation over the 3 year life cycle.
   
   Example: CRP computer cost $3,000 (including all applicable charges and taxes) and 18 months of the 36 month term remain:
   
   Value = $3,000/36 x 18 = $1,500