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Digital Services is the sole authority responsible for purchasing all computing equipment and software at the University and centrally funds these orders with limited exceptions (see IT Peripherals below).
IT procurement at the University of Worcester is also governed by some University policies (here), such as the IT Hardware Policy. These cover important information regarding staff responsibilities of the hardware and software issued to them, including repairs and equipment life-cycles.
Additionally, outside of the computers, tablets, mobile phones, peripherals and software under our purview, Digital Services must be consulted before a school, institute or department places an order for:
As part of the consultation, Digital Services will conduct a cyber security and/or data governance assessment of the items, applicable software, and their supplier. Unauthorised hardware or software procured without consultation will be blocked from accessing University networks and may need to be returned/cancelled.
Personnel starting in full staff roles at the University are entitled to IT equipment. Line Managers of new staff starters must place requests using a specific template on IT Service Desk Self-Service Portal at least one week prior to the new member of staff’s start date.
To do this, Line Managers should browse to the IT Service Desk Self-Service Portal (here), select “Request Forms“, and then “New Starter Equipment“.Digital Services provides computers of a suitable specification that will allow staff to perform all reasonable activities including complex spreadsheets, database operations, analysis etc. As a default, all staff will be supplied with a Windows laptop and associated peripherals as part of a rolling replacement cycle.
The standard offering to full staff roles will include:
Should a staff role require specialised computing requirements that differ from the standard offering above, then requests for these should be submitted to the IT Service Desk as a business case.Examples include desktop computers, Apple MacBooks, or computers with a customised specification, such as for ‘High End’ or ‘Power Users’.
To submit a request for this equipment for staff already in post, Line Managers should browse to the IT Service Desk Self-Service Portal (here), select “Request Forms“, “IT Purchasing“, and then “Request IT Hardware“.To submit a request for this equipment for new full time staff roles, Line Managers should browse to the IT Service Desk Self-Service Portal (here), select “Request Forms“, and then “New Starter Equipment“.All requests will be reviewed on an individual basis and should have the authorisation of the areas Head of School, Institute, or department before proceeding. Key Note: Non-standard equipment will typically need to be ordered to specification and therefore, line managers should place requests for approval with considerable notice (greater than one month), particularly for new staff, to ensure sufficient time for review, and if approved, the sourcing of the device prior to the new staff members start date.
Requests for specialist IT equipment or software to support the use of computers, e.g. larger monitors, monitor arms, specialist keyboards, and screen readers as well as accessibility software, should be made by contacting Human Resources.
Following their guidance and potentially an assessment by Occupational Health, Human Resources (or an authorised sponsor) will place any request for additional equipment or software to Digital Services on a staff members behalf.
Computers supplied to full staff roles typically have a 7 year life-cycle. Most often computers will be issued with a 5 year parts and labour warranty, and then operate under 2 years of “best endeavor” repairs. Staff must return all IT equipment and peripherals issued to them before leaving the University and it is the responsibility of line managers to ensure this happens.Digital Services will fully support staff computers throughout this life-cycle and ensure that a device continues to function to expectations. Staff should contact the IT Service Desk if the computer issued to them loses performance (e.g. slows down, battery doesn’t hold it’s charge) or is damaged. Issued computers will be repaired wherever possible or replaced if it is not economically viable to repair.It is entirely prohibited for staff outside of Digital Services to attempt to repair any computer issued to them by Digital Services and all damage or the loss a device must be reported to Digital Services immediately.
Any request to upgrade the internal components of a University computer or requests to change a devices type (for example requesting a laptop to replace a desktop, or a more powerful desktop) should be made via the IT Service Desk. Requests will be reviewed on an individual basis and must be supported by a business case. It is prohibited for staff outside of Digital Services to attempt to upgrade or otherwise alter the specification of any computer issued to them by Digital Services.
If approved, the cost of the upgrade will be covered centrally. If this request replaces an existing device, then said device must be returned for redeployment.
Digital Services is the sole authority responsible for authorising and placing orders for Windows and Apple desktops and laptops on behalf of the University, regardless of the source of funding.
Any requests for computer hardware outside of the planning lifecycle for example for new staff posts where existing equipment is not in place or for hardware as part of project funding should be made via the IT Service Desk.
There are two methods of requesting software at the University, for separate purposes:
Requesting New Software for individual staff or staff teams: To place software orders for individual staff or staff teams, please place a request on the IT Service Desk Self Service Portal (here), by selecting “Request Forms“, “IT Purchasing“, and then “Request IT Software“.
Requesting New Software for University Computer Labs: For inquiries and guidance on how adding software to University student computer labs operates, please place a standard request on the IT Service Desk Self Service Portal (here) using the “Request” option on the top-right. An established process runs each year which involves the procurement, testing and deployment of software, where schools and institutes liaise directly with the User Experience team in Digital Services.
Devices that do not require configuration or central management such as laptop bags, keyboards, mice, webcams or headsets can be procured directly by the School or Professional Service area using the approved catalogue and delivered to the School or Professional Service area without Digital Services approval.
The catalogue of authorised IT peripheral types can be found here.
If there is a requirement for a specialist item that does not appear in the catalogue, then Digital Services should be contacted for advice.
Digital Services is the sole authority responsible for authorising and placing orders for tablet devices on behalf of the University, regardless of the source of funding.
Tablets will be managed centrally by Digital Services using standard specifications. Any requests for tablets should be made via the IT Service Desk, if approved the cost of the device will be centrally funded.
Specialist requirements outside of the standard offering will require a business case submitted via the IT Service Desk. Business cases will be reviewed by Digital Services and if approved the cost of the device will be centrally funded. To find out more please contact the IT Service Desk.
A small number of University staff roles warrant the issue of a University provided mobile phone. You can request a mobile phone via the IT Service Desk Self-Service Portal. These requests should be placed with the permission of the relevant head of department or school/institute.
Digital Services pre-selects two models of device from our supplier for purchase; a device running Google Android and a device running Apple IOS. These devices are regularly reviewed to ensure the best model types are chosen to fulfill University business needs based on value, features and security.
Should you wish to order a specific device that differs from the stock model suggested to you at the point of order then you will need to submit a business case which will be reviewed by the Digital Services Senior Management Team.
The University’s current mobile phone carrier is Vodafone, and our tariff means that all University mobile phones will receive unlimited calls and texts, as well as 5GB data per calendar month. Devices will receive data via 4G and 5G on compatible handsets.
It is essential to contact the IT Service Desk if intending to use a University provided mobile handset abroad, prior to travel.