Used Tech Fee Computer Equipment Policy
Colorado School of Mines
USED TECH FEE COMPUTER
EQUIPMENT POLICY
POLICY OVERVIEW
1
Policy Drivers
1
Parties Affected By This Policy
1
Web Site Address For This Policy
1
Related Documents
1
Policy Contacts
1
Definitions
1
POLICY STATEMENT
1
Introduction
1
Disposal vs. Redeployment
1
ROLES & RESPONSIBILITIES
1
IT Professionals
1
Technology Fee Committee
1
PROCEDURES & BEST PRACTICES
1
Requesting a Surplus Computer
1


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Used Tech Fee Computer Equipment Policy
POLICY OVERVIEW
The Colorado School of Mines Used Tech Fee Computer Equipment policy outlines the procedure for
handling obsolete equipment that was originally purchased with student tech fee funds.
Policy Drivers
Considerations that led to the creation of this policy are as follows:
• Some obsolete equipment is salvageable. This policy describes the criteria for determining whether a
piece of equipment is to be salvaged or disposed of.
• Equipment purchased with tech fee funds is primarily intended for use by Mines students whether or
not that equipment is obsolete. This policy establishes a distribution hierarchy for equipment that has
been refurbished or repaired.
Parties Affected By This Policy
Students, faculty, and staff who work with equipment purchased with tech fee funds.
Web Site Address
http://techfee.mines.edu
Related Documents
Documents related to this policy are as follows:
• Mines Technology Fee web site
Policy Contacts
Questions about this policy should be directed to the following parties:
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Used Tech Fee Computer Equipment Policy
Subject
Contact
Telephone
Email
Policy clarification
Jane Rosenthal
303.384.2236
janerose@mines.edu
Classroom Computing
Sara Schwarz
303.273.3604
sschwarz@mines.edu
Tech Fee Committee
Michael Erickson
303.273.3433
erickson@mines.edu

Definitions
These definitions apply to these terms as they are used in this policy.
Term
Definition
surplus equipment
For the purposes of this policy, surplus equipment describes tech fee
funded equipment that has been removed from its originally awarded
purpose.
tech fee equipment
Equipment on the Mines campus purchased with funds managed by the
Technology Fee Committee.

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Used Tech Fee Computer Equipment Policy
POLICY STATEMENT
Introduction
Lab computer equipment on the Mines campus is typically replaced every three to four years with funds
from the student technology fee. Once replaced, this equipment needs to be either redeployed or disposed
of according to the criteria outlined below.
Disposal vs. Redeployment
Surplus equipment greater than five years old will, in most cases, be destroyed. This equipment is out of
warranty, replacement parts are often difficult to obtain, and such systems are generally underpowered for
current applications and operating systems.
Surplus equipment that is less than four years old will:
• Be assessed by a qualified IT professional as to its feasibility for redeployment. Warranty issues, parts
availability and overall system power will be considered.
• Be repaired as needed if parts are available.

Functional equipment will be redeployed to various campus locations as appropriate. The order of
preference for equipment redeployment is described below.
Redeployment Priorities
Functional tech fee equipment that has been replaced and deemed fit for redeployment will be
disseminated to campus locations on an as-needed basis in this order:
1. Study labs and workrooms
2. Laboratories or classrooms as appropriate
3. Unfunded or underfunded graduate students
4. Break-out rooms
5. Lecturers and instructors that have no other means of obtaining computer equipment.
6. Non-academic locations
CCIT employees may identify potential redeployment opportunities by virtue of their ongoing role in
maintaining campus equipment. Alternately, members of the Mines community may request equipment
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Used Tech Fee Computer Equipment Policy
slated for redeployment by submitting the Redeployment Equipment request form. This form is also
available at http://techfee.mines.edu/surplus_computer_request_form.pdf.
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Used Tech Fee Computer Equipment Policy
ROLES & RESPONSIBILITIES
This section describes the roles and responsibilities associated with the Mines Used Tech Fee Computer
Equipment policy. Roles and responsibilities discussed in this section are:
• IT professionals
• Technology Fee Committee
IT Professionals
The IT professionals employed by Mines are responsible for maintaining campus equipment purchased
with tech fee funds. In terms of this policy, they are also responsible for determining whether obsolete
equipment can be refurbished in a cost effective manner.
Technology Fee Committee
The Technology Fee Committee allocates student tech fee funds.

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Used Tech Fee Computer Equipment Policy
PROCEDURES & BEST PRACTICES
This section describes procedures associated with this policy. The following procedures are discussed:
• Requesting a surplus computer
Requesting a Surplus Computer
Students, staff, and faculty may request that a surplus computer be redeployed to a specific area by
completing a Surplus Computer Request form and returning it to CCIT in CT244.
After the form is received, CCIT staff reviews the request and redeploys machines based on need, and
according to the redeployment preference discussed above.

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