Technology Fee Inventory Management Policy
February 20, 2002
STATEMENT OF PURPOSE
On a yearly basis, the Technology Fee funds the purchase of equipment and software in support of student educational activities through various UTK departments ("awarded departments"). These awards generally serve as a "jump-start" for colleges and departments to provide their students with state-of-the-art computing functionality through the latest technology available at the time of the award. As stated in the Technology Fee Request Guidelines for FY00, priority is given to proposals that contain departmental commitment for on-going support (including staff, supplies, room security, software upgrades, and hardware maintenance.) The "awarded departments" are expected to be able to sustain a viable operation without technology fee funds beyond the award process.
The guidelines also state the Technology Fee account will retain ownership of the inventory awarded to the various colleges and departments. To promote "good stewardship" and to foster long-term effective use of the awarded equipment and software within the colleges and departments, the Technology Advisory Board advocates they be awarded ownership (thereby, all responsibility for such units or components) after a certain period of time using the guidelines listed below. The basis of the transfer process will include all awarded equipment and software retroactive to the commencement of the Technology Fee.
In keeping with "the spirit of the Technology Fee" it is also declared that all "awarded departments" must agree to continue to use the awarded equipment / software as outlined in the original award request for a minimum period of two years after the transfer is made. After this period, the equipment or software may be used within the owning unit to meet other departmental needs or requirements. If an "awarded department" deems it necessary to replace or upgrade the technology fee award equipment and/or software before the minimum period is met, in order to provide the highest level of functionality to the student, it should be allowed to do so. Consideration for such early transfer situations will be handled on an individual basis.
TRANSFER GUIDELINES
The Office of Information Technology (OIT) will maintain an inventory file of all original purchases under the appropriate Technology Fee account, which will also reflect an "inventory transfer" record. The "awarded department" must agree to continue to use the awarded equipment / software as outlined in the original award request for a minimum period of two years after the transfer is made. During this time, audits may be conducted to ensure compliance with the original request. At the end of this two year period, the Technology Fee equipment sticker may be removed from the equipment by the "awarded department."
- All equipment or software which has a purchase price that falls below the minimum cost criteria for entry in the official UTK inventory system will be transferred to the "awarded department" at the time of the award. (As of 7/1/00, this value is $5,000.)
- All other equipment or software, where appropriate, would be transferred to the "awarded department" after a period of one year.
NOTE: There may be exceptions to the above guidelines as all transfers are subject to review by the Assistant Vice President for Information Technology.
Original Document: November 17, 1999; Updated: 3/14/01; 2/20/02
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