Services & Support

Our goal is to provide the best service to Student Affairs departments within the shortest period of time. This page outlines the guidelines we follow when responding to requests.

How to Contact SAIT for Services

Phone: 486-8992

Email: sait@uconn.edu

Online: rt.sa.uconn.edu

Equipment Replacement and Purchases

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Most equipment purchases are handled through a standard replacement cycle; SAIT has the fiscal responsibility for cyclic replacement purchases and will determine the appropriate replacement schedule. Requests for special equipment should be submitted to the SAIT Help Desk and need to originate from the department’s authorized contact for new equipment purchases. Special purchases of new equipment are considered on a case-by-case basis. SAIT staff will determine if the new equipment will work in our technology environment; SAIT will also check if the requested equipment is already available from another department and if a sharing arrangement is possible.

SAIT will purchase all technology equipment. If a department is fiscally responsible for purchasing a piece of equipment, SAIT will be reimbursed through the transfer voucher process.

The practice of departments making special purchases to replace existing computers, monitors, photocopiers/multifunction devices, or printers at the end of a fiscal year is strongly discouraged because replacement of these items is included in the SAIT budget. All Division computers are on a three year (laptops) or four year (desktops) replacement cycle; printers and photocopiers/multifunction devices are on a five year replacement cycle.

SAIT sends all out-of-warranty or outdated equipment to the University Surplus Office and does not deploy a piece of out-of-warranty or outdated equipment in locations without the type of equipment being sent to the Surplus Office.

View the IT Purchasing Policy »

View the list of Equipment Types »

Authorized Requestors for Special Equipment Purchases

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Types of Equipment for Purchase

Computers

Desktop Computer Replacements: Division desktop computers are replaced every four years. SAIT is fiscally responsible for repair and replacement costs. SAIT has assigned a workstation need rating to every desktop computer location; this rating is based on the type of computer work performed by the employee at that location. Computer replacements are scheduled with the goal of having the power of the computer installed at a workstation location match the need rating of that workstation location. Thus, some employees may receive a more powerful computer every year or two while others may receive a more powerful computer every three or four years.

Desktop Computer Purchases: Departments hiring an employee for a newly-created position are fiscally responsible for that position’s initial desktop computer/monitor purchase. Similarly, departments wishing to place a desktop computer in a location without a computer are fiscally responsible for the initial desktop computer/monitor purchase. Upon such a request, made through the department authority, SAIT will make the purchase and transfer the cost back to the department. After the initial purchase, SAIT will be fiscally responsible for maintenance and cyclic replacement of the desktop computer and monitor.

Departments purchasing a new desktop computer/monitor for a new employee or a new location may ask to have the new desktop computer/monitor replace an existing desktop computer/monitor elsewhere; the replaced equipment can then be installed for the new employee or at the new location.

Laptop Computer Replacements: Division laptop computers are replaced when their warranty expires, typically every three years. SAIT is fiscally responsible for repair and replacement costs.

Laptop Computer Purchases: Departments that wish to purchase a laptop computer for an employee or function without a laptop computer should request, through their department authority, that SAIT analyze and review the type of laptop needed. If necessary, SAIT will make the purchase and transfer the cost back to the department. After the initial purchase, SAIT will be fiscally responsible for maintenance and cyclic replacement of the laptop.

Monitor Replacements: Monitors are replaced when they malfunction.

Dual Monitors: Some employees have two monitors attached to their computer. Dual monitor configurations are discouraged except in exceptional cases. A request for such a configuration can be made to SAIT through their department authority; the primary criteria are the number of windows that are actively used and the need for detail work in these windows. SAIT will review the request, purchase the extra monitor, and transfer the cost to the requesting department. After the initial purchase, SAIT will be fiscally responsible for the maintenance and cyclic replacement of the monitor.

Printing Devices

Printer Replacements: Division printers will be replaced on a five year cycle. SAIT is fiscally responsible for maintenance and cyclic replacement costs. An analysis is conducted of the printing needs of a location when a printer is scheduled for replacement, and a printer with appropriate features and printing speed will be purchased and installed.

Printer Purchases: Departments that wish to add a printer in a location without a printer should request, through their department authority, that SAIT analyze and review the printer needs of that location. If necessary, SAIT will make the purchase and transfer the cost back to the department. After the initial purchase, SAIT will be fiscally responsible for maintenance and cyclic replacement of the printer.

Personal Printers: Some employees have a printer attached directly to their computer. The installation of one-user personal printers is discouraged except in cases where the user can document a need to print sensitive or confidential documents or can document a printing volume that makes a personal printer more efficient. A request for such a configuration can be made to SAIT through the department authority. If necessary, SAIT will make the necessary purchase and transfer the cost to the. After the initial purchase, SAIT will be fiscally responsible for the maintenance and cyclic replacement of the printer.

Color Printers: SAIT has installed color printers in all department main offices and appropriate unit locations. If an additional color printer is needed and a sharing arrangement is not possible, a department may request the installation of a color printer from SAIT through the department authority. SAIT will make the purchase and transfer the cost back to the requesting department. After the initial purchase, SAIT will be fiscally responsible for the maintenance and cyclic replacement of the printer.

Photocopiers/Multifunction Devices: Departments that wish to add a photocopier/multifunction device in a location without a photocopier/multifunction device should request, through their department authority, that SAIT analyze and review the needs of that location. If necessary, SAIT will make the purchase and transfer the cost back to the department. After the initial purchase, SAIT will be fiscally responsible for maintenance and cyclic replacement of the photocopier/multifunction device.

When a photocopier needs to be purchased, departments will be strongly encouraged to purchase a networked multifunction device that can function as a copier, printer, scanner, and fax machine.

SAIT has fiscal responsibility for replacement of existing photocopiers/multifunction devices and their annual maintenance contracts; photocopiers/multifunction devices are replaced on a five year cycle. An analysis is conducted of the copying/printing/scanning/faxing needs of a location when a photocopier/multifunction device is scheduled for replacement, and equipment with appropriate features and output speed will be purchased and installed.

Fax Machines: Division fax machines will be replaced on an as-needed basis, but not more frequently than every five years. SAIT encourages departments to bundle fax services into a multifunction device (printing, scanning, copying, and faxing) and utilize dedicated fax machines only when the volume of faxes is high. Departments that wish to add a fax machine in a location should request, through their department authority, that SAIT analyze and review the faxing needs of that location. SAIT will review the request, make the appropriate purchase, and transfer the cost to the requesting department. Replacement, repairs, and maintenance contracts will be the fiscal responsibility of SAIT. SAIT will purchase the fax machine from a state-approved vendor. Home/small office multi-function devices are not compatible with the Student Affairs technology environment and are not purchased or supported. Sharing of a fax machine over the data network is not supported.

Special Equipment

Digital Cameras: Digital camera purchase requests should be sent to SAIT through the department authority. SAIT will review the request, purchase the camera, and transfer the cost to the department. Maintenance and replacement are the fiscal responsibility of the department

Our goal is to ensure that the digital camera best suits the department’s needs and the camera can be used without installing special software on Division computers. With each camera request we will consider the department’s needs for camera size, portability, expected use (indoors or outdoors) and necessary photo quality for print or digital use. We may also recommend accessories like camera bags, extra memory cards, extra batteries and/or USB card readers at the time of purchase.

SAIT will not install any image transfer or image management software applications that are bundled with digital cameras.

Flatbed Scanners: Flatbed scanner purchase requests should be sent to SAIT through the department authority. SAIT encourages departments to bundle scanning services into a multifunction device (printing, scanning, copying, and faxing) and utilize dedicated scanners in special situations.. SAIT will review the request, determine the appropriate model, make the appropriate purchase, and transfer the cost to the department. Maintenance and replacement are the fiscal responsibility of the department.

ID Card Readers: SAIT manages the Division’s supply of ID card readers. Departments needing an ID card reader should submit a request to SAIT support. ID card readers are the fiscal responsibility of SAIT.

LCD Projectors: LCD projector purchase requests should be sent to SAIT through the department authority. SAIT will review the request, determine the appropriate model, make the appropriate purchase, and transfer the cost to the department. SAIT will purchase the LCD projector from a state-approved vendor. Maintenance and replacement are the fiscal responsibility of the department. SAIT maintains a pool of LCD projectors available for short-term loans.

Memory Card Readers: Memory card readers are normally purchased for the purpose of transferring images from a digital camera to a computer; this purchase usually occurs when the digital camera is purchased. If a memory card reader needs to be purchased, departments should send a request to SAIT through the department authority. SAIT will review the request, purchase the reader, and transfer the cost to the department. Maintenance and replacement are the fiscal responsibility of the department.

PDA's: PDA purchase requests should be sent to SAIT through the department authority. SAIT will review the request, purchase the equipment, and transfer the cost to the department. All purchased PDA’s will be Dell Axim models. Maintenance and replacement are the fiscal responsibility of the department.

SAIT will help an employee connect their PDA to their computer. SAIT recommends the use of Dell Axim devices. SAIT will make a good faith effort to connect other brands of devices to Division computers; however, this cannot be guaranteed due to various technical reasons. Requests for connection of such devices can be sent to SAIT through the department authority. These requests are time-consuming and have low priority—it may take some time before the service is performed.

Video Cameras: Video camera purchase requests should be sent to SAIT through the department authority. SAIT will review the request, determine the appropriate model, make the appropriate purchase, and transfer the cost to the department. Maintenance and replacement are the fiscal responsibility of the department.

Voice Recorders: Voice recorder purchase requests should be sent to SAIT through the department authority. SAIT will review the request, determine the appropriate model, make the appropriate purchase, and transfer the cost to the department. Maintenance and replacement are the fiscal responsibility of the department.

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Comments or Questions

Comments or questions about these service procedures can be directed to Tom.Bloom@uconn.edu