Devices & Peripherals Guidelines for Staff and Faculty

Introduction

At Keyano College, we have a streamlined approach to assigning computing devices to our staff, ensuring each member is equipped with the necessary tools for their role.

Device Assignment for New Hires

• Upon hiring, each staff member is assigned a single computing device, either a laptop or a desktop. The type of device provided is determined by their manager based on job requirements.

Changing Device Type

• If a staff member needs to switch their assigned device type (from laptop to desktop or vice versa) after the initial assignment, this change must be requested by their manager.

One Device Rule

• The 'one device rule' means that a staff member is equipped with either a laptop or a desktop, but not both. This rule applies uniformly across all staff, including faculty.

Standard Equipment and Accessories

• Laptop Accessories: For those with laptops, a docking station is provided to facilitate connectivity and ease of use.
• Desktop Accessories: Desktop users are additionally equipped with a webcam, necessary for video conferencing and online meetings.
• Monitors: All users, whether they have a laptop or desktop, are provided with:
  • Up to two monitors.
  • Standard screen sizes between 22-24" based on availability.

• Teleconferencing Equipment: To facilitate effective communication, every staff member receives a wired headset for teleconferencing.
  • Wireless Headsets: see "Equipment Request Exceptions".
• Other Peripherals: 
  • Mouse & keyboard:
    • Desktop users: a provided standard.
    • Laptop users: upon request, or if the user is assigned a docking station.
  • Speakers: see "Equipment Request Exceptions".
• Equipment Request Exceptions: Additional equipment requests, beyond the standard issue, are evaluated on a case-by-case basis and must be submitted by the user's manager, along with a compelling business case, to accommodate specific needs.
  • Mouse, keyboard & related items: With limited exceptions, non-standard keyboard/mice requests are to be purchased and provided by the department of the employee requesting it (i.e. wireless, special layout, wrist wrests, etc.). 
  • Wireless headsets: are evaluated on a case-by-case basis and must be submitted by the user's manager, along with a compelling business case, to accommodate specific needs.
• Other Equipment: Other equipment such as, paper shredders, space heaters, extension cords, power bars (ITS does provide power bars for connecting IT equipment), lamps/lights, and other miscellaneous electronic equipment are not provided or supported by ITS.

Device Return Procedure

• Device Return Requirement: As a critical part of the employee offboarding process, managers are responsible for ensuring the return of their employee's assigned device. To facilitate this, managers can coordinate with ITS for device collection, if necessary.
• Device Preparation for Reassignment: Before reassigning to a new user, all devices must undergo a process of re-imaging, updating, and cleaning. This is mandatory to guarantee that each device is fully functional and up to date, regardless of whether a new user is immediately starting.
  While laptops need to be physically returned to ITS for this process, desktops can typically be updated and reimaged remotely, allowing them to remain set up at their current workstation.
• Laptop Returns and Equipment: When returning a laptop, it is essential to include the docking station. This ensures that the next user receives a complete and ready-to-use set of equipment.
• Desktop Management at Workstations: Desktops are usually left in place at the workstation. However, ITS must be notified of the employee’s departure to remotely perform necessary updates and maintenance on the desktop.
• Peripheral Equipment at Workstations:  Standard peripherals, such as monitors, keyboards, and mice, generally remain at the existing desk or workspace to maintain a ready-to-use environment.
  • If a new user is assigned to a workstation with a desktop but requires a laptop, the manager must inform ITS. ITS will then collect the desktop and arrange for the setup of a docking station and necessary laptop peripherals.

• ITS Authority on Device and Peripheral Management: ITS holds the discretion to reallocate or remove both computing devices and peripheral equipment, especially if they are not in active use. This practice is maintained regardless of an impending new employee assignment to a workstation, ensuring optimal resource utilization and effective workspace management.