Bethel University Information Technology Services (ITS) provides computing equipment and repair services for the Bethel University staff and faculty as described in this article.
ITS will provide eligible employees with one primary computer and display that will meet their job requirements. For most users this would be a standard Windows laptop. ITS will upgrade the computer on an upgrade cycle based on factors such as budget, OS compatibility, and the ability of the hardware to meet job related needs. ITS annually assesses the computing needs of employees in the Spring and then contacts eligible employees to upgrade their computers during the summer upgrade cycle.
Due to the significantly higher cost of Mac computers and the additional support load, employees are eligible to select a Mac as their primary computer only if their position specifically requires it. In general, Mac computers would be limited to employees in Music, Art, Theater, Communications, IC, or other areas where the professional community is Mac-centric.
- ITS will provide 1 external monitor at no charge. Employees wanting an additional external monitor would incur a departmental chargeback for it as it would be considered a secondary monitor.
- ITS will replace laptop batteries at no cost during the initial upgrade period once they no longer hold a charge for more than 90 minutes of run time.
Data Storage on Employee Hardware
In an effort to save time and frustration of multiple visits for system repair, ITS may swap out the system needing repair. It is essential for users to store their data on Google Drive or the "U:" drive, rather than on the computer's hard drive. On Windows systems, the Desktop and Documents folders are automatically backed up to the U: drive. Individual hard drives are prone to failure, and there is no backup made of data stored on local hard drives, so do yourself a favor and store things in a safe place.
Specialized equipment may require an outside service contract if support is necessary. Such equipment includes, but is not limited to, digital cameras, copiers, multi-function printers, scanners, and test scanners. ITS is not responsible for the cost of outside service contracts and will not otherwise support specialized equipment. All costs for specialized equipment must be covered by the office or department making the request.
Office Wall Monitor Displays
Any monitors for offices, collaboration spaces or otherwise that are designed for wall mounting must be approved by facilities management in advance (to ensure the feasibility of wall mounting and provision of power to the display). All associated costs for requests from a Dean / VP or higher will be exclusively covered by ITS. A budget number is required for all other requests in advance.
Departmental Computer Equipment
Computer equipment that is not specifically designated as an employee computer is considered departmental, such as student worker or other shared workstations. The cost for departmental computers is covered by the department.
Computer equipment in academic computer labs or on departmental laptop/device carts is paid for by ITS, and is typically replaced on a 6-year cycle. Certain academic computer equipment may not be covered by ITS, such as devices with a limited scope of use (e.g., used for a single course, used infrequently, etc.).
Full Time Employee - Standard User
Full time employee standard users would primarily use their computers for such applications as PowerPoint, Word, Excel, SPSS, Adobe Acrobat, Photoshop, and InDesign, and web applications such as INB Banner, Argos, Google Apps, and general Internet use. These computers would range from new to three years old based on existing stock and are typically upgraded on a 5 year cycle from the purchase year.
Full Time Employee - High End User
Full time employee high end users would use their computers for specialized applications for high end mathematical analysis, computer modeling/simulations often used by MathCS, Chemistry, and Physics departments as well as production level graphic and video editing done by the Art and Communications departments. These computers would have upgraded RAM, graphics, processors, hard drives, and laptop screen size and are upgraded on a 5 year upgrade cycle. Departments are responsible for the cost of any upgrades beyond the standard computer models.
Part-time staff who are not benefits-eligible or have less than .75 FTE are eligible for a standard level computer. These computers would range from 2 to 5 years old when deployed and are eligible for upgrade at the discretion of ITS.
Adjunct faculty with an FTE of .3 or more for the academic year are eligible for an adjunct faculty level computer. Some adjunct faculty are assigned an adjunct office by Academic Affairs which has a multiuser adjunct computer deployed to it. These computers would range from 2 to 5 years old when deployed and are eligible for upgrade at the discretion of ITS.
Sponsored staff are eligible for a standard level computer. These computers would range from 2 to 5 years old when deployed and are eligible for upgrade at the discretion of ITS.
Bethel University and Bethel University Foundation (hereinafter referred to as “Bethel”) recognize that some employees may require the use of a cell phone (with or without a data plan) to perform their jobs efficiently. The purpose of this Policy is to ensure that all employees agree and accept the terms and conditions under which a phone may be provided or reimbursed.
Guidelines for Cell Phone Requests
Requests for cell phones must be based upon the following guidelines and submitted by the employee’s Vice President:
- Position requires an immediate form of communication.
- Position requires substantial communication while away from the office.
Guidelines for Data Plan Requests
- Position requires synching of calendar and contact information.
- Position requires continuous access to email or online resources while away from the office.
Guidelines for Transfer of Personal Phone Numbers and Cell Phones
- For approved requests, Bethel may transfer a personal cell phone number to a Bethel provided phone. If the employee’s contract with the previous carrier is not satisfied, the employee will be responsible for any fines, fees or penalties1
- At the end of employment, if a cell phone number is not permanently assigned to a particular job or position (e.g., resident directors) Bethel may allow the phone number to be transferred to a personal account.
- At the end of employment, an employee may request to keep a cell phone unit by contacting the ITS Help Desk. Such requests may or may not be approved.
Guidelines for Partial Reimbursement of a Personal Cell Phone Plan
In general, it is most cost effective for employees to participate in Bethel’s corporate plan, currently provided by Verizon.
- If an employee’s personal plan is not with Verizon, Bethel does not benefit from the free minutes available for all Verizon-to-Verizon calls and more minutes are used and paid for by both callers.
- Use of Bethel’s corporate plan eliminates expensive overages that may accrue under other plans.
Bethel may allow partial reimbursement for personal cell phone plans under the following conditions:
- Use of a reimbursed personal phone is subject to the same guidelines for usage described herein.
- Maximum monthly reimbursement: $20.00 for non-Verizon plans.
- Maximum monthly reimbursement: $25.00 for Verizon plans.
- Monthly reimbursements will be automatically posted to the employee’s internal Bethel account. Annually the employee must submit one copy of their monthly cell phone bill for verification.
Guidelines for Usage of Bethel Provided or Reimbursed Cell Phone
Although not all states restrict the use of cell phones while operating a motor vehicle, there is overwhelming evidence of the danger of using a phone while operating a motor vehicle. As a result, for the safety of our employees and others, Bethel prohibits its employees from using either a Bethel provided cell phone for any purpose or a Bethel reimbursed cell phone for any business purpose while operating a motor vehicle. This prohibition includes the use of hands-free devices. If cell phone communication is required while in a motor vehicle, an employee is required to either stop in a safe location or have another person drive.
Bethel does not monitor whether cell phone use is for business or pleasure; however, personal use of a Bethel provided cell phone during Peak Hours2 should not result in usage beyond 400 total minutes per month. If an employee’s personal use during Peak Hours does result in regular monthly usage greater than 400 minutes, please talk with the ITS Help Desk to arrange a suitable plan and payment procedure. In general, calls between Verizon-to-Verizon phones and calls during Non-Peak Hours3 are exempt from the 400 minute monthly limits.
Calls to 411 should be kept to a minimum. The cost of this service is approximately $1.99 per call. Any charges for personal 411 calls should be reimbursed by contacting the ITS Help Desk for costs and a personal check made out to the billed department.
Text and picture messaging is only included in cell phone plans with data. Accordingly, text and picture messaging on standard cell phones should be used only when required for business. Fees for non-business related text or picture messaging should be reimbursed by contacting the ITS Help Desk for costs and a personal check made out to the billed department.
1 Bethel may choose to pay an applicable fine if wireless synching is essential to the employee position in order to protect the security of Bethel’s ITS service.
2 Peak Hours include (i) 6:00 a.m. – 8:59 p.m. Monday through Friday, and (ii) holidays that occur on a weekend.
3 Non-Peak Hours include (i) 9:00 p.m. – 5:59 a.m. Monday through Friday, and (ii) 6:00 a.m. Saturday – 5:59 a.m. Monday.
Cost for requests exceeding the standard configuration will be paid for by the individual's department. Items exceeding standard configuration include, but are not limited to, Mac computers, external drives, flash drives, monitors, docking stations, and extra AC power adapters.
Repair service is free of charge for equipment tagged with a Bethel University Information Technology Inventory Sticker. If equipment does not have a Bethel University Information Technology Inventory Sticker, it will not be supported by ITS.
Accidental Damage / Theft
In the event of either accidental damage (drops, liquid spills, etc.) to the computer provided by the institution to the employee, or theft of the computer taken while off campus, the employee's department will be responsible to contribute 50% of the cost of repair/replacement of the system. ITS will cover the remaining 50% of the cost. ITS will fully cover the cost of a computer stolen while on campus.
When an employee leaves Bethel, it is the supervisor's responsibility to return all hardware assigned to the employee to Bethel ITS:
If the computer is designated as an Employee Computer and is an ITS standard issue computer, the device will be returned to ITS inventory (even if there are plans to rehire).
If the computer is designated as an Employee Computer and is an upgraded model, ITS will work with the department to determine if an employee will be filling the role or if it makes more sense to return the computer to ITS inventory.
If the computer is labeled Departmental, and the department has paid for the device, it will be re-assigned to a different employee within the department.
Once a replacement has been hired, supervisors can request a new employee device from ITS.