CAS Computer Replacement Program (CCRP) Policy
Purchase selection is limited to systems found in the USS Device and Hardware Standards, which outline the standard supported hardware models for end-user devices supported by USS.
This program is intended to subsidize the regular, four-year replacement of primary desktop/laptop computers in the College of Arts and Sciences; to improve record-keeping of licenses, and to lower the cost of computers and desktop support services to the College.
The intent is to ensure eligible faculty and staff have primary computers that are not older than four years. CAS faculty and staff participate in CCRP by ordering a subsidized computer every four years after their hire date.
The CAS Dean’s Office has established the following eligibility guidelines. To be eligible for the CCRP, the participant must be:
- Employee type B: Tenure Track Faculty
- Employee types A, F, H: Officers of Administration
- Employee type C: Classified Staff and Career NTTF
- At .50 FTE or above in CAS
In addition to these, the user must have:
- Not participating in the CCRP in the last 4 years, or
- The primary workstation that is older than 4 years.
Users who are not eligible:
- Employees of self-support units such as Institutes and Centers
- Retired faculty or faculty on Tenure Reduction Program (TRP)
- TTF, NTTF, and staff below .50 FTE in CAS
- Non-career NTTF/Funding Contingent (Employee Type E)
- GE’s (Employee Type G)
- Adjunct Faculty (Employee Type D)
- Temporary Employees
When a faculty or staff member’s payroll is split between two or more CAS departments, eligibility for computer replacement will be in the department that pays the majority of the FTE. If FTE is split evenly between two participating departments, the department manager from each department and the employee discuss which department will be the employee’s home department. The chosen department will remain the employee’s main department for CCRP purposes.
New Faculty with start-up funds for computing equipment will be incorporated into the CCRP four years after their initial purchase.
The CAS Dean’s Office provides a $700 subsidy for any eligible CCRP machine. Any purchases made outside of the CCRP process will not be reimbursed or subsidized by CASIT. All CCRP purchases must have a 4 year warranty attached to the primary machine.
If faculty have resources available to them (i.e. in their activity code whether that is within the ASA index, ICC, or any other index/fund type) these funds should be used first to pay for the remaining balance of the CCRP purchase. If those funds aren’t available or are allocated for another expense, then the department can pay for the remaining balance of the CCRP purchase.
Additional specification changes can often be accommodated in the supported standard model lines (see below). Exceptions outside of the standard models should have a clear business need, confirmed and accepted by the appropriate Associate Director of the supporting USS IT unit, and adhere to the UO Acceptable Use of Computing Resources Policy.
USS will work with individuals and departments to customize computers to suit specific needs. The following guidelines apply:
- Orders must be placed through USS.
- Custom computers must be either:
- A laptop that will serve as a primary workstation. OR;
- A workstation configured to include a single primary display, keyboard, and mouse.
- Custom computers must include a 3+ year warranty.
- USS will only purchase from these authorized vendors:
USS will not subsidize:
- Tablets or other mobile devices
- Refurbished computers, or computers no longer in production
- Computers built from individually sourced components
- Computers bought by departments outside of CASIT and the four-year CCRP cycle
Emergency Computer Replacement
Emergency CCRP Orders are processed July 1 – May 31. Emergency orders must meet the criteria below, and are subject to USS and department budget manager approval. If approved, the purchase will be charged against the department’s future CCRP eligibility allocation.
A machine is eligible for an emergency replacement if the following criteria are met:
- End-user must be eligible for CCRP within the next fiscal year
- The warranty has expired AND
- Critical failure has occurred OR;
- Attempts to repair computer have failed
If you need a computer immediately, USS may provide a loaner to meet your needs until the CCRP replacement machine has arrived. This is subject to availability.
July 1 – July 30 – CCRP Eligibility List review and approval process begin with the goal of finalization by July 30.
August 1 – November 30 – CCRP Ordering open to eligible users and/or departmental CCRP contacts from finalized departments.
December 1 – CCRP ordering reminder emails are sent out.
December 1 – April 30 – CCRP Ordering open to eligible users and/or departmental CCRP contacts from finalized departments.
May 1 – May 31 – CCRP closed and only Emergency CCRP purchases are allowed.
May 1 – June 30 – CCRP Program Evaluation (No CCRP Orders of any kind during June)
Building Eligibility List and Deferral of Eligible Users
The USS CCRP Coordinator will send departments a link to the eligibility list in July. The department manager will then have an opportunity to review the list and contact the CCRP Coordinator with any changes since the last CCRP Cycle. Changes to the eligibility lists include but are not limited to the following:
- New employees (faculty and staff) within the department
- Employees who have left the department and/or the University
- Faculty who are beginning TRP
The CCRP Coordinator will respond to requests within three days.
There are four status indicators on the CCRP Eligibility List: No, Review, Yes, and Archived.
No: Employee does not meet contract eligibility requirements and/or has participated within the last three years.
Review: Employee meets eligibility requirements for participation, list under review with Department contact, may be chosen as final participant. Participation is decided by the Department contact.
Yes: Employee has been chosen by Department contact to participate in CCRP.
Archived: Employee is either on Tenure Reduction Program, less than .5FTE, no longer with the University, and/or they have moved to a department that does not participate in CCRP.
Eligible individuals may defer participation in the current CCRP cycle. If an individual chooses to defer:
- In the following cycle(s), the deferred individual will be eligible, in addition to the regularly available spaces
- The subsidy for the deferring individual is moved forward with the individual until the deferred purchase is made
- The maximum number of participation spaces (regular + deferrals) cannot exceed 1/3 of the total number of CCRP eligible employees for that department
Eligibility List Finalization
Once a department’s eligibility list has been finalized, meaning there are no more changes or updates to the list, eligible users and/or CCRP department contacts will be sent a link to the CCRP Order form via email. Orders submitted prior to the finalization of a department’s eligibility list will not be processed. All CCRP Orders must be submitted using the CCRP Order Form, which is distributed after the finalization of a department’s eligibility list. Orders submitted for employees not marked with Yes will not be processed until eligibility has been finalized.
Department lists should be finalized as a group rather than finalizing individual eligible users one-by-one. Finalizing as a group allows the CCRP Team to keep more accurate records of the department’s program progression.
Ordering and Delivery
When the user’s eligibility status has been changed to Yes, they and/or the department contact will receive the CCRP Order Form for their CCRP machine selection via email. CCRP Order requests may be placed at any time during the current CCRP cycle (August 1 – April 30) with the exception of the below blackout dates:
- Holiday weeks
- The first week of each term
- May 1 – May 31 (Emergency CCRP Orders only)
- June 1 – June 30 (No CCRP Orders of any kind)
Upon receiving the CCRP Order request USS Purchasing will consult with the end-user and/or department contact and will answer any technical questions. After the consultation process, a quote will be built in the USS Dashboard System for Department Manager approval. Once the order is approved by the user and Department Manager the USS Accounting Technician will place an order with the vendor.
Once a CCRP purchase has arrived, USS ill:
- Perform the required inventory.uoregon procedures.
- The user’s department is responsible for coordinating with Property Control for high-risk asset tracking.
- Install any requested software.
- Perform data migration if requested.
- Deliver machine to the end-user.
USS Business Office will charge the index provided by the department. Invoice and payment information can be viewed through the CASIT Department Manager Dashboard Portal. Please note that the CCRP subsidy will first be applied to the mandatory primary machine’s warranty and then the remainder will be applied to the primary machine.