Overview
USC Dornsife has implemented a planned replacement cycle for staff computers within Dornsife administrative departments. This program is centrally funded and is supported by Dornsife Technology Services (DTS).
Purpose
This program aims to standardize the hardware used by Dornsife administrative department staff members in order to:
- Provide faster repair and replacement times
- Eliminate downtime related to incorrectly functioning hardware
- Enhance information security
- Reduce cost and downtime due to aging older hardware
This program is based on a five year lifecycle for all computers.
Scope
Full-time, benefits-eligible staff in Dornsife administrative departments are eligible to participate in this program. This includes the following departments:
- Admission and Student Success
- Administration and Finance
- Architectural Services
- Business Services
- Departmental Operations
- Faculty Affairs
- Human Resources
- Payroll Services
- Research Administration
- Advancement
- Advising
- Communication
- Dean’s Office
- Diversity, Equity, Inclusion & Belonging
- Dornsife Events
- Dornsife Technology Services
- Experiential Learning
- General Education
- Graduate and Professional Education
- Language Center>
- Overseas Studies
Student workers are not eligible.
Requirements
The program ensures that each eligible staff member is provided with:
- One standard Windows PC laptop equipped with Microsoft OneDrive for backup and storage
- Docking monitor (external monitor with built-in laptop charging dock, webcam, mic, and speakers)
- Keyboard and mouse
The specifications for a given year's standard model can be reviewed here:
All equipment is new or recertified and will be replaced on a five year cycle. DTS will reach out to eligible individuals upon maturity of their computer’s lifecycle to arrange replacement.
Any equipment not included in the program must be purchased with departmental funds and through DTS when applicable (see Exceptions section below for procurement links).
Equipment pick-up
Upon initial deployment, equipment can be collected in person at the DTS office, delivered to an on-campus office, or shipped to a home office at no cost. DTS can assist with equipment setup, which includes signing into and preparing OneDrive on the computer for backup and storage.
Equipment packaging should be kept intact to ensure the safe return of equipment to DTS for servicing as required or at the conclusion of its lifecycle.
Equipment returns
Equipment issued under this replacement program must be returned to DTS ahead of the five year lifecycle if any of the following conditions are met:
- The staff member is separating from their Dornsife department and is not transferring to another eligible Dornsife department
- The staff member receives another computer through alternate funding
- The staff member decides to opt out of the program, with their supervisor's approval, after determining that the standard model is not sufficient for their needs
The staff member's supervisor is notified when the staff member is first issued program equipment and is responsible for ensuring equipment return or the replacement cost of the equipment. Staff are not authorized to reassign equipment issued under this program to any other individuals.
Equipment returns can be made in-person at the DTS office or by requesting pick-up from an on-campus office. If the equipment is being shipped back to DTS, the staff member's department is responsible for covering any shipping costs, including any additional packaging needed to ensure safe and secure shipping.
Process
The process for participation in this program is detailed here:
Support
Support for program equipment is provided by DTS. DTS repairs or replaces equipment with new or recertified equipment at its sole discretion and via remote or in-person support. DTS keeps a store of program devices on hand to facilitate expedited repair turnaround time by way of device exchanges.
As with all Dornsife-managed IT equipment, the staff member can reach out to DTS for remote or in-person assistance with troubleshooting or repair requests.
The staff member's department is responsible for covering any shipping costs involved between the staff member and DTS in order to facilitate repair or replacement. To eliminate shipping costs, the staff member can bring the equipment to the DTS office for assistance or request an appointment at an on-campus office.
Exceptions
Customization
Limited customization of the standard laptop can be requested but must be approved by DTS and by the staff member's supervisor. Requests are evaluated on a case by case basis.
Opting out
Participation in this program is voluntary. With the approval of their supervisor, a staff member may opt out of the program if, for instance, the standard equipment offered does not meet their functional needs or preferences. Once a staff member opts out, they are not eligible to opt back into the program.
If a staff member opts out of the program and decides to purchase a computer replacement through alternate funding, they should refer to the following links to ensure their replacement complies with Dornsife's IT Procurement Policy:
Contact
Dornsife Technology Services
Email: ts@dornsife.usc.edu
Phone: 213-740-2775
Hours: M–F, 9am–5pm