Protocols

• Technology Ordering Protocol
• Checkout Items
• Off-Campus Forms
• Scanning Documents in the Technology Office

 

College of Education - University of Central Florida
Technology Protocols (July 2006)

A. Technology Ordering Protocol

The Office of Technology must be contacted regarding purchases that meet ANY of the below criteria PRIOR to the item being purchased:

• The following technology hardware regardless of the price - computer, laptop, monitor, printer, video camera, fax machine, projector, and any network equipment.
• All software.
• Any technology item that costs more than $500.

For the above purchases, the following procedure MUST occur:

• Contact the Technology Office to discuss needs, e.g. laptop, projector, etc. The Technology Office will make every effort to meet technology needs while maintaining standardization of technology items throughout the College. A list of recommended standardscan be found on the CED Technology and Facilities website.
• The Technology Office handles all necessary steps for placing the order after a funding department number and the name of the authorized approver is provided, i.e. completing the Document Processing Request (DPR) or Computer Store order form, submitting the order form and receiving the item.
  NOTE: It is imperative that the Technology Office handles all of these orders to ensure that inventory is properly maintained.
• The item(s) on the DPR/Computer Store order form will be delivered to the Technology Office (ED106), where the item(s) will be inventoried, tagged, and engraved (if needed), then delivered to the purchaser.
  NOTE: When ordering any portable items, the faculty or staff member using it MUST complete an Inventory Form (also known as an Off-Campus Form) prior to receiving the item(s). Anytime the location or the user of a portable item changes, the Technology Office must be contacted at 823-6047 or edhelpdesk@mail.ucf.edu with the new information.

B. Checkout Items

Checkout Items College of Education faculty, A&P and USPS staff may checkout laptops, projectors or any other checkout item available in the Technology Office. If an item is needed on a regular basis (example: twice each week), the Technology Office will try to accomodate your needs based on availability.

Due to limited technology items checkout availability (especially laptops and projectors), only graduate students working directly with a faculty member on a faculty member's project (not an assignment for a faculty member's class) may check out items, as follows:

• Graduate students need to be pre-approved prior to picking up any checkout item.
• The faculty member must contact the technology office via email or in person and pre-approve any graduate student who is working directly with him/her on a project.
• The faculty member must add the graduate student's name to a list of approved graduate students every academic year.
• Items will be checked out to graduate students only for the duration of their need or event (maximum time of checkout may not exceed two weeks).
• Students who are not working directly with a faculty member on a faculty member's project are not eligible for checking out items. For example, a student taking a class and needing a video camera or a laptop for the class are NOT eligible for checkout items. Unfortunately, there are not enough checkout items to allow for checking items out to students for their class work.

C. Off-Campus Forms

Faculty or Staff assigned laptops, projectors or any other portable items must complete an Inventory Form (also known as an Off-Campus Form) each fiscal year, prior to October 1st. Even if the portable item is never or seldom intended to be used off campus, an Inventory Form (Off-Campus Form) must be completed EVERY fiscal year, prior to October 1st, without exception. The Inventory Form (Off-Campus Form) is available on the Technology website or in the Technology Office.

D. Scanning Documents in the Technology Office

For copyright reasons, any faculty member needing textbooks or journals scanned must contact the university Copy Center.