Summary
- CSE provides a single working computer for each staff member and researcher at CSE.
- CSE pays for the computer from general school funds.
- CSE owns this computer and it must be returned to CSE as soon as the person using it leaves CSE.
- If the computer fails CSE will pay for it to be repaired or replaced. (If damage occurs due to negligence the Head of School may reconsider this policy.)
- The computer is intended for general daily computing tasks. More powerful or specialised computers must be bought using some money from other funds.
- Only a small number of makes and models will be supplied under this policy.
What this policy covers
This policy directs CSE to provide one computer for each higher-degree research student and staff member. The computer will be funded by general school equipment funds and not by funds assigned individually to that person. It is intended that the computer be the person's primary workstation while they are working at CSE.When the computer stops working, or is not able to perform normal computer tasks it will be replaced by CSE.
The computer and associated peripherals that are supplied according to this policy remain the property of CSE and must be returned when the person finishes studying or working at CSE. Equipment that is still useful will be reallocated at the discretion of the Computer Support Group (CSG).
What is a primary workstation?
This is a laptop or desktop computer that the person will work on directly (rather than remotely) to perform most day-to-day computing tasks. It is able to run desktop applications as well as software for programming and compiling.A primary workstation will come with the following extra features and peripherals:
- at least 3 years warranty from date of purchase
- Anti-theft kensington cable lock for laptops with a personal key. (CSG has a master key)
- Anti-theft cables and locks for desktop computers and monitors. Fitted and locked by CSG.
- OSX for Apple computers
- Screen, mouse and keyboard
What is not a primary workstation?
Computers with be regarded as more than a primary workstation if they have more CPU cores, RAM, disk, or other resources than is normal for a commodity computer. Examples of this would be:- A shared login computer with many cores
- A high-end desktop workstation able to perform intensive computing tasks
- An expensive laptop with a CPU and RAM normally found in a desktop computer
People this policy does not cover
Some funded contract research positions support the full cost of research. Such contracts should fund equipment instead of general CSE funds unless otherwise agreed by the Head of School.People this policy covers
Academics and other Researchers
This is anyone who is a:- Higher Degree Research Student
- Core Academic or Research Academic Staff Member, or
- Research Support Staff Member
Researchers will be provided with a computer according to the rules in the sections below: The computer CSE will provide and Replacement of old, faulty, or lost computers.
Visiting Academics
They will be given a working computer from spare equipment that CSG or an academic can make available. The computer will be similar to one a researcher might receive.Administration staff
They will be given a computer according to their duties. This will be determined by their supervisor and the Computer Support Group.The computer CSE will provide
Researchers who need a general computer
Most researchers will just need a primary workstation (defined above) to work on and may use existing shared servers for intensive computing tasks. In that case they will select a computer from our standard equipment list. The computer will be:- New or nearly new with at least two years of warranty cover.
- Supplied by a UNSW preferred supplier. (Currently Apple or HP.)
How to get the computer
The Researcher should consult the list of computer options at CSE Standard Equipment and choose the appropriate model.
The following form should be completed and given to the Procurements Officer at FIPRAS (Room G08).
The appropriate paperwork will be generated and a computer will be ordered.
Researchers who need a special computer
If there is a special research requirement for a more powerful computer it can be bought instead of one from the standard list. CSE will provide funding equivalent to that of a standard computer from the list. Any additional cost has must be funded by research funds.The qualify for general computer funds the purchase must come from a UNSW preferred supplier. Also, the purchase must include:
- screen and keyboard
- cable lock if the computer is a laptop
- at least three years on-site warranty
How to get the computer
The following form should be completed and given to the Procurements Officer at FIPRAS (Room G08).
The Procurements Officer will refer the description to CSG for review and a purchase order will made.Note that special orders will take longer to be delivered than standard computers.
Researchers who require a computer that is not from a UNSW preferred supplier
General CSE funds cannot be used to purchase a computer that is not from a UNSW preferred supplier. The purchase must be paid for wholly from research funds. Such purchases are outside the scope of this policy.CSE can provide computer peripherals such as a monitor or external harddisk.
Extra Software
Some common software is covered by site licences at CSE and can be installed on the computer by the researcher at no extra cost. Software that CSE is not already licensed to use should be paid for by special research funds.Replacement of old, faulty, or lost computers
The end-of-life for a computer will be defined by CSE asset disposal policies. When the computer reaches its end-of-life CSE will provide the researcher with a replacement computer from general CSE equipment funds.Before the end-of-life the following rules apply:
- Faults will be repaired under warranty where possible.
- If a computer has been damaged, lost, or stolen then the researcher must provide the Head of School's office with an explanation of what happened to the computer and an assurance they exercised all due care for the computer. The Head of School will decide what replacement computer CSE will provide to the researcher.
- If the computer cannot be used for normal research computing tasks because it is not powerful enough it will be replaced with one that is. Note that for special computing requirements additional funds may be required to purchase newer or more powerful equipment.
- If the computer cannot be used for normal research computing tasks due to hardware failure it will be fixed under warranty. If it cannot be fixed under warranty it will be replaced by a similar or better computer.
- The replacement computer will be funded by general CSE equipment funds. Note that CSE will only provide enough funds to replace your equipment to the point where you would have a working, primary workstation. (defined above)
- Laptop batteries are not covered by warranty in the same way as the rest of the laptop. CSE will replace a laptop battery if it fails before the end-of-life of the computer and if replacement batteries are still available from the supplier.
- Replace one of your two computers if one of them still works
- Pay the full replacement cost of a high-end workstation
- Replace the USB wireless device that failed.
- Give you another screen to go with the 26" panel you bought last year.
When the person already has a computer
People may come to CSE with their own computer. If the computer can practically be used for CSE work we recommend the person continue to use it. For instance, a researcher might have already configured their computer to run their research software or might be comfortable with the environment they are already using.CSE can provide a new computer at a later time when the researcher's own computer is too old or fails.
Peripherals, such as a monitor can be supplied if this helps the researcher use their existing computer.
Goals of this Policy
- Reduce administrative burden for processing purchases
- Simplify paperwork for those submitting requests for equipment by offering simple choices.
- Provide a "standard working computer" to a researcher or staff member. The alternative is to ask the researcher to spend time finding vendors and selecting equipment within a funding allowance.
- Save money by selecting more modest equipment
- Save money and time with bulk purchases of common items (eg: laptop locks)
- Allow a small stock of computers and monitors to be kept for immediate allocation to researchers.