Systems and Technology Services > Computer-related
capital equipment > Principles and Guidelines for Submitting
CE Requests
Systems and Technology Services
Computer-related capital equipment
Principles and Guidelines for Submitting Capital Equipment Requests
Submitting Requests | General
Principles | Specific Guidelines
Submitting Requests
We will review requests for computer-related equipment at three points
in the coming year and either approve, not approve, or defer decision
on each request. Requests that were not approved last year will not
be carried over; if you still wish to request such items, you must
submit a new request.
The request form for new equipment is at http://origen.mit.edu:1134/capital.html
. "Bundled" requests - that is, a request for multiple pieces
of inter-dependent equipment - may be submitted on one form. (Example:
if you are requesting a microform reader/scanner that needs to be
connected to a computer, submit both of them on one form: these are
inter-dependent items.) Submit separate requests for items that can
stand on their own.
Requests must be submitted by September 8, 2003, January 7, 2004,
or April 5, 2004. You may submit requests at each deadline; new requests
will be re-prioritized with deferred requests from previous quarters.
General Principles
- Serving the patron... Providing appropriate access or instruction
to those who use library resources remains a high priority.
- Productivity enhancement... Much of the productivity improvement
sought for "back room" operations also has a direct benefit
for the patron.
- Creative and innovative ideas... We believe that a portion
of our funds should be spent on exploring new ways to use technology
in our work. We expect that these creative ideas will be clearly described
by an enthusiastic "champion" who can convey the innovative
nature of the proposal.
- Technology-related projects... We will make every effort
to fund requests that support the FY04 priorities established by Library
Council. List of current projects.
- Health... The Libraries remain committed to providing tools
to improve the ergonomics of our work
Specific Guidelines
STS would like to share the following guidelines for what would generally
be approved:
$300 limit | Upgrades
| Ergonomics | Monitors
| Laptops | Printers |
Network charges | Macintoshes
| Repairs | New ideas |
Other thoughts
- $300 limit... Central funds will not
generally support the purchase of equipment costing less than $300,
with the exception of:
- Magnetic card readers... Magnetic card readers that
attach to keyboards will generally be approved for circulation
units.
- Barcode scanners... Central funds will support the
purchase of barcode scanners for processing and circulation units
that make a case for them.
- Upgrades... The Institute's recommended
minimum processing speed is 500 MHz. Thanks to the generous support
of IS, with help from a grant from Dell, we plan to upgrade any computers
that fall below the standard. We have already collected information
about where these units are, so you do not need to submit any requests
for standard upgrades during Q1. However, if you need an upgrade because
the equipment currently installed is inadequate, please do submit
a request. This will alert us to the higher priority and enable us
to respond more quickly.
- Ergonomics... Central technology funds
will support the purchase of more ergonomically sound computer equipment
when prescribed as a medical necessity and/or on a funds available
basis.
- Monitors... Staff whose work requires
them to have multiple applications open simultaneously should request
a 19-inch monitor. Please be prepared to make a very strong case for
requests for monitors 21 inches or larger. Requests for LCD (flat
screen) monitors must be accompanied by a justification, and will
be considered on a case-by-case basis.
- Laptops... Staff members may substitute
a laptop machine for their regular desktop machine if they make a
very strong case for the importance of the mobility and flexibility
of a laptop to their jobs. It's a good idea to discuss such a request
with your Consultant before submitting it to make sure you are aware
of the drawbacks of laptops as well as their advantages. Staff requesting
laptops must also take responsibility for adhering to the Libraries'
security guidelines.
- Printers... Requests for laser color
printers will not be approved this year. We encourage the use of inkjet
printers purchased by departments for color printing. These printers
now offer high-quality prints and represent a low-cost solution to
the need to print in color. Requests for laser black-and-white printers
will continue to be considered and approved as funds permit.
- Network charges… The cost of
activating or installing a net drop for a new computer may be folded
into your request. If you wish to install a drop independent of any
new equipment, please submit a separate request for it. Network charges
that fall below the $300 limit must be funded by individual departments;
to request network installations or activations outside the scope
of CE requests, simply email Greg Raposa (graposa@mit.edu)
with a cc to your department's LTC, and be sure to include the location
and the account to be billed.
- Macintoshes… STS does not have deep
expertise in supporting the Macintosh operating system, and staff
whose jobs require them to use Macs have traditionally been asked
to support these computers themselves. As always, requests for Macs
must be accompanied by a strong justification, and requesting departments
must be prepared to support them locally. If the staff member or local
LTE is unable to solve a problem with a Mac, the LTC will only be
able to provide a minimum of assistance, after which the department
will be asked to contract with IS's fee-based consulting service.
- Repairs… If equipment you already
own needs to be repaired or replaced, please let us know right away
- you don't need to wait for the next request cycle to get it attended
to. The same criteria apply to repairs as to new equipment: repairs
or replacements of barcode scanners, magnetic card readers, or equipment
costing more than $300 will be covered by the central technology budget,
and other items are the responsibility of the department.
- New ideas... If you submit a request
for equipment to support a project or innovation, we may ask you to
provide more information. Depending upon both the project and the
equipment, we may invite you to a details
conference or suggest that you talk to Carl Jones about putting
your idea into his listing of projects (http://basement-6.mit.edu/cgi-bin/WebObjects/TechProjects)
- Other thoughts… If you feel you
have a valid request that does not conform to the guidelines above,
submit it anyway! All requests will be considered on their merits,
and those that contradict the guidelines may help us recognize that
the guidelines themselves need revision.
Page last modified by mlcar
February 10, 2004
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