All computing equipment (servers, workstations, laptops, displays, mobiles, peripherals, network devices, etc.) have a limited life-cycle that consists of the following stages:
- Check that there are not resources already available which will meet your needs.
- You may wish to consult with Math Faculty Computing Facility (MFCF) to help determine what equipment might best meet your needs and be most easily managed and/or supported.
- Consider whether your purchase could be directed towards supplementing/extending a shared resource. Check with MFCF.
- There are systems/equipment recommended by MFCF and/or the University (e.g. UWaterloo preferred vendor). Check with MFCF.
- Consult with MFCF to discuss support for the equipment (e.g. unusual equipment is more difficult to support and might not be supported).
- Consult with MFCF to see how and when the equipment can be installed.
- Ensure in advance that there is a place to properly house the equipment.
- If the equipment is expected to reside in an existing machine room (e.g. Mathematics & Computer Building (MC) 3015, Mathematics 3 (M3) 3101) this must be approved in advance (before purchase) by the Associate Dean (Computing).
- The equipment may have special needs for location (in machine rooms or elsewhere) - e.g. the University's requirements for electrical equipment must be met. This will require planning and may require approval(s) in advance.
- Make sure that you understand and follow University policies and procedures with respect to procurement.
- Make sure that you have arranged well in advance with MFCF an agreed-upon schedule and priorities for delivery, installation and set up for use.
- Installation follows the previously agreed-upon schedule.
- All equipment must be entered in the inventory database before being deployed.
- Usage policy must be followed at all times.
- Must be arranged with MFCF.
- May not be available (e.g. older machines, non-university owned, and unusual special purpose equipment).
- Hardware repair
- Generally not available through MFCF.
- Possibly available from campustech.
Moving or reassigning equipment
- All such changes must be coordinated with MFCF (in advance).
- Inventory information must be updated whenever equipment is assigned, reassigned, located, moved, or removed for surplus.
Getting rid of equipment
- Coordinate with MFCF.
- UWaterloo's asset disposal policy and electronic media disposal guidelines must be followed. For example:
- Old equipment must be decommissioned and surplussed; it cannot, for example, be donated to another person/organization outside of the university.
- Hard drives must be wiped or destroyed before surplussing.
- Equipment should be replaced on a regular (e.g. five year) cycle.
- Inventory information must be updated whenever equipment is removed for surplus.