1. Purpose and Scope
1.1 Purpose
This policy defines the provision of IT devices and equipment to staff to support their university work. It seeks to promote value for money and support university sustainability targets.
1.2 Relevance
This policy applies to:
- All paid employees and agency workers of the University
- Any voluntary or unpaid positions where University loan or shared devices are provided, including volunteers, visiting academics and Emeritus staff
- Any undergraduate, postgraduate or research student who is loaned a university-managed device
It applies to all devices purchased with university-administered funding, including devices transferred into operations from other institutions or that require trusted access to the University's network and resources. This includes PCs held in PGR rooms.
1.3 Exclusions
This policy excludes:
- Devices covered by the Bring Your Own Device (BYOD) Policy
- Visitors and contractors are not entitled by default to be allocated the equipment detailed in this policy.
1.4. Non-compliance
Failure to adhere to this policy creates increased risk relating to information security, unnecessary procurement, sustainability commitments and inefficiency. It may result in disciplinary action and/or removal of access to services provided.
2. Definitions, Roles and Responsibilities
2.1 Definitions
The terms used in this policy are defined as follows:
- IT peripherals – anything that directly connects with an IT device, e.g. mouse, keyboard, docking station, monitor, headset, and privacy screen
- Managed device – a device managed by DDaT, including laptops, PCs, mobile phones, tablets and servers
- Non-standard device – equipment not on the University’s standard device list
- Nominated User – individual to whom the equipment is issued
- Responsible Owner – responsible for devices used by more than one person
- Workspace equipment – e.g. laptop riser, footrest, wrist rest, and laptop carry case
2.2 Roles and Responsibilities
2.2.1 DDaT is responsible for:
- Managing IT equipment through its life to handover for disposal
- Providing advice and assistance in the event of IT equipment damage or theft
- Procurement and issue of IT devices, including those funded by external grants
- Tagging devices and maintaining an Asset Register of managed devices
2.2.2 Departments/Faculties are responsible for:
- Adding IT peripherals and workstation equipment to department/faculty asset registers
- Informing DDaT of equipment provided by external parties or acquired through other means
- Advising DDaT of any location change for a fixed managed device
2.2.3 Individual users should:
- Request, collect and return IT equipment as agreed with DDaT
- Make all reasonable efforts to prevent loss, theft or damage to IT equipment
- Ensure managed devices are used and stored following university policies and procedures
- Adhere to the University Acceptable Use Policy, Information Security Policy and guidance on IT equipment storage and management
2.2.4 Line managers should:
Ensure that managed devices and IT equipment issued to direct reports are securely managed, returned and wiped before reallocation. Standard devices must be returned to DDaT to ensure efficient reuse.
3. Staff Entitlement
3.1 Ownership of equipment
All university IT devices and equipment remain the property of the University, including those funded by research and external funds and/or used solely remotely.
3.2 One device approach
The University operates a ‘One Device’ philosophy. Any additional devices should be requested with a detailed justification via the Self-Service Portal. Requirements for holding multiple devices include:
- Accessibility needs
- Access to systems and software outside of buildings
- Software or licence constraints
- Tasks requiring dedicated equipment, e.g. research activities
- Work travel to embargoed areas or locations that do not adhere to GDPR requirements.
3.3 Standard IT bundle
University staff can be provided with the following IT standard bundle:
- Laptop (standard)
- Docking station
- 1 x monitor
- Headset
- Keyboard & Mouse
3.4 Hybrid working
Hybrid workers can choose whether their standard bundle is available at home or on campus. If held at home, they should use the hot-desking provision on campus wherever possible.
3.5 Hot desking setup (on-campus)
On campus, the ‘hot desking’ provision for staff will steadily move to a standard setup of:
- Integrated docking station and monitor
- Keyboard
- Mouse
3.6 Additional accessories for hybrid/remote working
For hybrid and remote workers, a laptop will be an individual’s sole computing device, so a carry case may be required to move their equipment between locations. Certain roles may require a webcam to ensure the requisite image quality and/or a privacy screen to protect access to sensitive information.
3.7 Desktop PCs for staff on campus
Staff based on site may require an allocated desktop PC as their primary device instead of a laptop. Desktop PCs are not provided for remote or hybrid working unless an agreed accessibility requirement is met.
3.8 Alternative operating systems
Standard laptops and desktop PCs will be supplied with the Windows operating system. Alternative operating systems required for work can be requested via the exceptions process detailed below.
3.9 Shared devices and ownership
IT devices may be issued for shared use by more than one person. These devices will have a ‘responsible owner’ appointed by the space owner who will oversee their use, repair and replacement.
4. Non-standard requirements
4.1 Requesting non-standard devices
It is recognised that standard devices may not be appropriate for certain activities, such as enabling computing-intensive research. If the standard specification is not appropriate, a non-standard device can be requested with justification via the self-service portal. Similarly, if work requirements necessitate a desktop PC and/or a second monitor, a request should be submitted. All non-standard requests should be requirement-focused, with the specification determined by the requester in conjunction with DDaT.
4.2 Approval and purchasing process
Additional equipment requirements require budget owner/ head of department approval once DDaT has confirmed the proposed device is supportable on university systems or cannot be supported. Wherever possible, additional IT devices should be purchased from the preferred university suppliers to minimise the additional support requirement.
4.3 Linux and Mac equipment
Unix-based operating systems, including Linux and Mac, continue to be supported. Requests for Linux or Mac equipment should be submitted via the self-service portal and will require Line Manager endorsement that it is the most appropriate equipment.
4.4 Use of K accounts for purchases
Faculty staff can purchase additional equipment required from their K account funds, subject to approval by the relevant Dean/Head of Department.
4.5 Equipment for accessibility needs
Additional or alternative equipment in support of individuals with documented reasonable adjustments will be provided on a case-by-case basis, supported by their line manager and an Occupational Health assessment.
5. Warranty
Managed devices and IT equipment will be procured by IT Purchasing with a hardware warranty, where appropriate and feasible. Warranties vary and, on average, are 3 years for a laptop and 5 years for a desktop. An expired warranty does not automatically necessitate the replacement of a device.
6. Device Management
6.1 Through-life management
All new users will be provided with a standard managed device upon arrival if required. It should be requested by the Recruiting Manager via the self-service portal at least 5 working days in advance. Users will receive their IT equipment from and should return it to the Service Desk unless otherwise agreed in advance.
6.2 Asset tagging
IT devices and equipment valued over £100 will be marked with an asset tag and recorded as an institutional asset on the IT asset register against the nominated user or the Responsible Owner. Exchange or disposal of those devices should adhere to the University Equipment Disposal Policy.
6.3 Managed devices
All devices should be tagged and managed. They will be enrolled in the University’s device management system, as this can assist with ensuring the security of our data in the event of theft or loss. Full details can be found in the Information Security Policy.
6.4 Reuse
A managed device should not be transferred from one individual to another without being reset, personal or confidential data removed, and the associated updating of the asset register. Please liaise with DDaT to undertake the reset and asset register update. Any IT equipment not required should be returned to DDaT for reuse.
6.5 Transfers
Where an individual is changing departments and their IT requirement in the new role:
- does not change - the managed device and IT equipment should remain with the individual and move with them as they move to the new role, with associated updating of the Faculty/Department asset registers
- requires equipment with a different specification or performance - they should make a non-standard device request. Upon acceptance of that request, they should return their existing managed device and/or IT equipment for exchange with their replacement device/equipment as agreed with DDaT
6.6 Leavers
Users are responsible for ensuring all university equipment is returned to Claverton Down Campus on request or before their last day of employment or study. Access to University-owned equipment will cease at the end of the last day at the University. Individuals not returning university equipment risk financial penalties.
7. Usage of IT devices and equipment
7.1 Faults, loss or damage
Any faults, loss or damage to a university-managed device or IT equipment must be reported to DDaT at the earliest opportunity via the self-service portal. If assessed as beyond economical repair, an alternative standard-managed device will be provided. Faulty standard devices and any unwanted IT devices should be handed to DDaT, not just disposed of.
7.2 Reuse/recycling
The University recycling partner has a zero-landfill policy and robust ethical guidelines in line with the University’s sustainability strategy. The transfer of ownership by sale or gift of IT Equipment to staff, students or individuals outside the University is prohibited without DDaT approval to maximise reuse and value for money.
8. Budget
8.1 Standard Equipment
A central budget will fund standard managed devices and IT peripherals as detailed at section 3.3 to maximise economies of scale and the reuse of devices. Planning of this budget is based on a 5-year renewal cycle and devices are not automatically renewed at end of warranty, only when no longer fit for purpose.
8.2 Non-standard Equipment
All non-standard and workstation equipment is funded by the respective Faculty/Department or allocated budget. This will include a laptop carry case, footrest, laptop riser, chair, desk, etc unless eligible for Access to Work funding. The cost of a first device can be offset by the price of the similar standard item, with only the difference paid for by the respective Faculty/Department. The full price of additional devices and equipment will be charged to the respective Faculty/Department.
8.3 IT Equipment for Research staff, PGRs and non-permanent staff
Managed devices, IT peripherals and workstation equipment linked to research will be funded by the respective Faculty/School or research grant. All IT equipment for non-permanent staff and researchers is funded by their respective faculty or department.
8.4 Procurement of IT equipment
University-managed devices and all IT equipment will be procured by ITP to ensure security compliance, value for money, support sustainability targets and desired functionality.
8.5 Return of devices
Regardless of funding route, IT devices and equipment should be returned to DDaT for reissue when no longer required for their original user. This ensures maximum value for money for the university.
9. Related policies
This policy should be read in conjunction with the following policies: