All computing equipment (servers, workstations, laptops, displays, mobiles, peripherals, network devices, etc.) have a limited life-cycle that consists of the following stages:

Purpose

  • 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.

Planning

  • 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.

Buying

  • 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

  • Installation follows the previously agreed-upon schedule.
  • All equipment must be entered in the inventory database before being deployed.

Use

  • Usage policy must be followed at all times.
  • Support
    • 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.

University of Waterloo computing rules

UWaterloo policies relevant to computing resources and information

Information:

Buying hardware/software: