Technology Policies and Procedures

Information Technology Services (ITS) is responsible for the management of technology resources and implementing technology goals and objectives at the School of Social Work. Please review policies and procedures below to get familiar with the resources and procedures we offer. Contact ITS support at sswhelp@uga.edu if you have any questions.

Technology Provisions for Offices

The School of Social Work (SSW) is committed to providing full-time faculty and staff members adequate computer equipment, peripherals, and software needed to perform duties at their primary work location. All offices at SSW locations will be equipped with a standard computer and will have standard productivity software installed. Each year, the SSW’s Instructional Technology Services (ITS) unit will assess office equipment for obsolescence and identify offices eligible for a refresh. The standard equipment and software specifications will be subject to periodic review by the SSW’s technology committee. The IT director will make the final decision on the standard equipment to purchase at each refresh cycle.

In an effort to phase out and reduce multiple assignments of computers to individuals, full-time faculty and administrators may choose a specified desktop or laptop in a Windows or Macintosh platform beginning summer 2017. If a laptop is chosen, a docking port and monitor will be included in the office, but no desktop. If a desktop is chosen for the office, no laptop will be issued except for special cases

Non-administrative positions will be issued a standard Windows desktop unless otherwise approved by the dean or a director.

Special cases that may warrant a laptop or additional computer

The nature of a faculty or staff role or position may warrant a laptop. If these duties exist during replacement cycle, a laptop should be the assignment choice. Relevant factors include:

• substantial online teaching responsibilities
• frequent travel on University business
• being regularly based at two or more University locations
• after hours on-call responsibilities
• sponsored research
• technology support responsibilities

Changes in roles or positions at SSW may warrant a desktop and laptop for a position if a) the position’s duties include research or other work-related projects which are pursuant to and/or enhance the SSW’s academic and instructional mission and b) the requested equipment or funding to acquire such equipment is available. Requests for additional equipment or devices (e.g. an additional portable or computers for specialized needs) submitted to the IT director or dean will be assessed on a case-by-case basis, and may be submitted to a review and recommendation by SSW’s tech committee. Final approval is left to the dean. Additionally, laptops and or desktops should be acquired or funded from participation in sponsored research whenever possible; SSW funds will not be used to purchase laptops or desktops if the funds are available from a grant or contract source. Computer equipment funded as part of a research project is subject to the same UGA Acceptable Use Policy as all other UGA equipment, and must be returned to ITS at the end of employment or position role. – see EITS Policies on the Use of Computers 

Efforts will be made to provide part-time faculty, TAs, part-time administrators or staff, and employed students or doctoral students with standard equipment and software; however computers that are provided may be from the School’s re-purpose inventory. If adequate equipment is not available, use of SSW’s computer lab or other equipped technology spaces is encouraged.

Technology Check Outs

A temporary need for technology such as a laptop or camera for business use does not justify the purchase of these items for each person. Therefore, the SSW’s ITS unit offers a limited supply of loaner equipment as a first alternative. When additional equipment is required for a short period it should be reserved or checked out by emailing helpdesk@sswits.uga.edu.

Students, faculty, and staff can check out portable technologies for instructional and research purposes. Laptops and LCD projectors are available to faculty and administrative staff only and priority for laptops is given to faculty who are teaching in classrooms without adequate equipment. Other items available and open for students to checkout as well include iPads, digital audio recorders, video recorders and digital cameras. 

 

Checkout Procedures

Submit a request to reserve/check out technology by sending an email to the ITS unit at helpdesk@sswits.uga.edu. You should receive a response from ITS within one business day.

After receiving a check out confirmation, bring your University ID to serve as verification and pick up equipment at the ITS help desk. Your ID information, address, and phone number will be documented and you will be asked to sign off on the check-out form. UGA tagged equipment will require sign off on the UGA Property Control Authorization form and may be submitted to their RUSS system for tracking. Equipment can be checked out for up to 7 consecutive days. If a longer period of time is needed, please submit a request for an extension stating why an extension is necessary.

If you have never used the equipment before, please ask ITS staff to give you a quick review of how the equipment operates.

Thoroughly inspect all equipment before leaving the checkout area. Upon leaving the area, any problems discovered with the equipment or any missing accessories become the responsibility of the borrower

To avoid suspension or loss of borrowing privileges from SSW, please make sure equipment is returned to someone in the ITS unit by the due date. Do not leave equipment if no one is available to check it back in

 

Lost or Damaged Equipment

Borrowers are expected to handle checked out equipment with care. Failure to return or returning damaged equipment may result in a penalty. An incident report should be submitted in writing to the IT director describing how the equipment was damaged, lost, or stolen. The report will be reviewed by the technology committee within 30 days of its submission (or 60 days if incident occurs during summer months) to make a liability determination. Upon completion of the committee’s investigation, the borrower may be required to assume full responsibility for the repair or replacement costs. Also, it is the borrower’s responsibility to file a police report immediately or as soon as possible if any borrowed UGA equipment in his/her possession is lost or stolen. A copy of that report should be submitted to the ITS unit for Property Control records with the written incident report. . After two incidents of damaged or lost equipment within a one year period, a borrower will be asked to submit an explanation statement which will be reviewed and assessed by SSW’s tech committee before additional equipment can be checked out. This review will take place at least twice a year.

If you experience difficulties while using equipment, no matter how minor, please report the problem upon return of the equipment so that it can be documented and attended before being returned to check out pool

SSW Equipment and Software Acquisitions Procedures

Securing Sensitive, Critical, and Restricted Data at the School of Social Work