Buying, Moving, and Disposing

Buying

We have specific policies about the hardware and software allowed on the Department computer systems. Please consult with Psychiatry IT staff, before purchasing new computer hardware or  software, from other sources.

We have had standardised desktop and notebook computer models in the department of Psychiatry since March 2004. Having standards for computers is the accepted and standard practice in organizations as it has proven to be much more cost efficient in a number of ways. This practice allows IT Departments to provide more efficient support to large numbers of computers because IT technical staff then become very familiar with specific models and can therefore prepare, patch, secure, repair and restore failed systems faster. In addition, purchasing through a preferred vendor allows for better negotiated pricing and systems that arrive with formatting that requires considerably less hours of set up time to add the computers to the secured network.

While we prefer that all computers are bought through the Department’s IT, it is possible for non-standard computers to be added to the Department network and IT support list. However, there is additional preparation time required for non-standard computers before they can be added to the network. Therefore, the following charges will be applied to any computers that have not been purchased through the Department IT :

  • You will be charged for 3-4 hours of extra labour, above what it usually takes to prepare a standard model, at a rate equal to what the Department pays IT contractors when additional help is needed ($48/hr)
  • If the Department IT needs to use the manufacturers retail/consumer warranty support, will be charged for the additional “hold” time, at the $48/hr rate
  • You will be invoiced for the cost of the management software license ($72 at August 2015). This software is included in the pricing of the standard models ordered through the Department IT

Faculty who are newly hired and arrive with their existing computer equipment, will only be charged the management software license fee to have their existing computer added to the Department computer network and support list.

There are several reasons the Department IT doesn’t buy the apparently cheaper retail computers from “big box” stores who sell computers at what seems to be a great price. The reasons for this include:

  • Retail stores sell a lot of end-of-production computers, so can’t provide us with the same model twice, which means we can’t clone computer setups, resulting in an additional 3-4 hours preparation time for the computer, including the following steps:
    • These computers generally arrive with Windows Home, which won’t work on the Department’s Windows server domain. The free UBC Windows Business license won’t upgrade from Windows Home. So, the hard drive then needs to be reformatted and the computer setup started from scratch. This may also void your warranty.
    • Most retail models are also sold with a lot of trial software, much of which is insecure, which then needs to be removed.
    • Retail computers only get access to the manufacturer’s consumer support channels, rather than corporate support channels, which can add up to a lot of time on hold, when there are hardware failures on this equipment.
    • Corporate/professional computer models, particularly laptops, cost a little more, but the expense is more than made up for because they have less hardware problems, support is easier to get and they have a longer working life.
  • The Department IT requires management software be installed to maintain all the computers. The cost of the management software is built into the price of the Department standard models. Non-standard computers are charged for this software.
Self-supported departmental computer purchases

For self-supported (maintenance is up to you) computers, you can order order yourself, or we can assist you. If you buy them yourself, you must supply us with a copy of the invoice, that shows they are owned by UBC, before Psychiatry IT will install MS Office or SPSS.

Macintosh Computers

We support Macintosh OS X computers, in a manner similar to Windows computers, including;

  • Centrally managed antivirus software and updates
  • Automated software upgrades/installations, including security related updates
  • Use of the same logon credentials, regardless of which departmental computer you are using.

Note: Some networked printers/copiers may not be available to you.
Note: Some software that you may want, may be unavailable for Macintosh

Moving Computers

Certain settings on your computer (besides your user name and password) and network port, identify it to the network and server. If you are moving, connecting or switching computers, please contact Technical Support, in advance, to have the settings changed.

Disposing

Disposal of computers must comply with UBC policy. When computers are being discarded, sold or sold through SERF, please ship them to Technical Support so that we can uninstall licensed software, remove confidential data (It’s not just in “My Documents”.) and remove the computer from our inventory.