Faculty and Academic Professional Staff Technology Allocation Program

University of Illinois at Urbana-Champaign Library

Faculty and Academic Professional Staff Technology Allocation Program


The University of Illinois Library provides reliable and up-to-date technology to enable the productive work of Library Faculty, Academic Professionals (AP), and staff in support of research, instruction and engagement. To efficiently support a large and continually growing technology pool, it’s important that the Library articulate protocol for the sustainable allocation and maintenance of technology equipment for Library Faculty and AP staff.


The work of Library Faculty and APs is increasingly mobile and reliant on technology, and Library IT is committed to working pro-actively with each individual and their supervisor to identify technology that effectively meets the needs of their primary responsibilities and research. The Library has established this policy to provide either a laptop or a workstation that best supports the responsibilities for each full-time, permanent Library faculty or AP.

The policy articulates how Library Faculty and AP’s can request a computer that supports their work, as well as the options that are available.  It indicates who needs to be involved in the selection, and what are the responsibilities of the individual and Library IT to ensure that the technology remains current and effective to support ongoing professional and research activities.  This document outlines the guidelines that Library Faculty and AP’s, their supervisors, and Library IT will use to allocate workstations and laptops.


  • This policy applies to full-time, permanent Faculty and AP staff in the University Library
  • This policy does notapply to:
    • Civil Service, Graduate Assistants, Graduate Hourly, Academic Hourly, and student employees
    • Workstations dedicated to service points and circulation, public use, instructional and conference spaces, shared workstations in unit spaces and the IT Help Desk loanable technology pool.
  • Library IT will:
    • Provision one device (workstation or laptop) with one (1) operating system for each full-time, permanent Faculty and AP staff member of the University Library supporting the responsibilities of the position
    • Support current Windows enterprise or Apple operating systems- Windows 7 & 8.1, Apple OSX 10.9 (July 2014)
  • For additional information, please consult the Technology Allocation Program Planning Guide
  • Library Faculty and AP’s can contact Library IT directly using a web form available through the IT website to submit a technology equipment request;
  • Permanent, full-time Library Faculty and AP’s are encouraged to consult with their supervisor to identify technology that effectively meets the needs of their primary responsibilities and research.  For most Faculty and AP’s, their Unit Head is the appropriate supervisor.  Unit Heads and Coordinators should consult the AUL with whom they work most closely.
  • Library IT will work with each Faculty and AP staff member to determine the appropriate technology to support the individual’s primary responsibilities.
    • For additional information on technology equipment selection process, please consult the Technology Allocation Program Workflow
  • Library Faculty and AP staff can select one (1) of the following options:
    • Choice of workstation with keyboard, mouse, webcam, speakers and one 22” widescreen LCD display
    • Choice of laptop (with accessories) from the recommended list
    • For more information, please refer to:
      • Appendix A – Device Support
      • Appendix B – Device Standards
  • Additional technology needs
    • Additional or unique responsibilities of a position (new or existing) may require technology equipment beyond the options provided for most Library Faculty and AP staff
    • The Unit Head or AUL is responsible for working with the incoming or incumbent employee, Library Administration and IT to identify needs and coordinate the ‘startup package’ that sufficiently meets the needs of the position
  • New position: at least one month before the appointment start date, the Unit Head or supervisor in the Library unit sponsoring a new position is responsible for working with Library IT to establish appropriate technology equipment needs
  • Vacancy: the Unit Head or supervisor of the sponsoring unit filling the Faculty or AP vacancy is responsible for contacting Library IT to review and modify existing technology equipment needs for the position
  • Library administration, as representative of the hiring party, will:
    • communicate technology equipment options to prospective candidates
    • notify Library IT and the Unit Head as soon as possible after an offer has been accepted of a candidate’s start date to facilitate technology equipment acquisition and installation prior to the candidate’s arrival..
  • As position responsibilities change and evolve, Library Faculty and APs can submit requests to Library IT using a web form available through the IT website to review and revise technology equipment allocation.
  • Review timeline for faculty and staff:
    • Newly hired:  three months after start date
    • Current faculty/staff: once annually
  • Library IT will coordinate with faculty/AP, their supervisor or Unit Head, and Library Administration to evaluate and respond to the request in a timely manner.
  • Faculty and staff applying for grants should work with Library IT during proposal development to ensure the technology equipment provisioned meets or exceeds the requirements of the grant, and are compatible with existing Library systems
  • Technology resources procured by grants are subject to the same requirements guiding the allocation of Faculty and staff technology equipment.
  • Library IT is responsible for:
    • Carrying out the annual review of technology equipment and determining timelines for equipment upgrade, replacement, or retirement
    • Providing timely and informative communication to Library Faculty and APs regarding the process of technology equipment changes
  • Library Faculty and APs are responsible for working with Library IT to appropriately manage the lifecycle of University technology resources
  • All division, unit and individual requests for technology equipment and software purchased with funds managed by the University Library must be reviewed prior to purchase with Library IT. Funding sources include state, grant, revenue, and unrestricted funds.
  • Acquisition, implementation, transfer and retirement of technology equipment will be coordinated by Library IT. Examples include, but are not limited to: workstations, laptops, tablets, software, licensing, support contracts, and IT-related supplies.
  • All equipment acquired with funds connected to the University is considered University property; shall receive property tags managed by Library Facilities; and shall be regularly accounted for by University business, facilities, and IT systems.
  • Technology equipment is allocated to Library Faculty and staff to enable effective contributions to the missions of the University and Library. Devices are expected to be used to fulfill work-related responsibilities.
  • Library IT is responsible for procurement, delivery, maintenance and updates of Library technology equipment, including hardware (new and replacement), operating system and software patches and updates, and end point management and mobile device management solutions.
  • Library Faculty and staff are expected to:
    • responsibly steward the condition of the equipment provided through its intended lifecycle
    • work pro-actively with Library IT to maintain, repair or replace equipment
    • notify Library IT in the event of accidental damage to or malfunctioning condition of the technology resource
  • Library Faculty and staff are expected to provide Library IT with timely notification (within 2 business days) via trouble ticket if allocated technology equipment is lost or stolen.
  • Library IT will coordinate processes for lost or stolen equipment with Facilities and University Police.
  • Library IT will:
    • regularly research, review and recommend configurations for technology equipment which are serviceable, manageable, and meet or exceed use requirements for Library Faculty and staff
    • at a minimum, provide hardware and software support for equipment through the end of warranty
    • monitor and manage equipment lifecycle replacement based on warranty and effective performance
  • Library Faculty and staff are expected to provide timely feedback via trouble ticket submission when technology equipment no longer meets work-related needs or is no longer needed
  • Library administration sponsor:
    • Beth Sandore Namachchivaya, AUL
  • Library IT sponsor:
    • Jim Dohle – Director, IT Production Services
  • Library IT contacts:
    • Lee Galaway — Manager, Workstation and Network Support
    • Megean Osuchowski — Help Desk Coordinator
  • Draft 1:          03/06/14                               JPD
  • Draft 2:          06/09/14                               JPD
  • Draft 3:          08/18/14                               JPD
  • Draft 4:          08/27/14                               JPD
  • Draft 5:          09/11/14                               JPD
  • Draft 6:
  • Final:
    • Hardware support: Library IT leverages at least one staff member who is an Apple Certified Macintosh Technician (ACMT)
    • Sample uses of Apple devices: productivity software, audio/video editing, digitization and media processing; UNIX/BSD operations
    • Known limitations: intermittent reliability and functionality issues with campus unified communications system (Lync) and sometimes Microsoft Outlook, incompatible with Voyager integrated library system applications as well as Aeon, ILLiad and Ares clients
    • Hardware support: Library IT leverages at least one staff member certified as an HP and Lenovo repair technician
    • Sample uses of HP and Lenovo devices: productivity software including Adobe Create Cloud Suite and Microsoft Office, campus unified communications system (Lync), Voyager integrated library systems applications, Aeon, ILLiad, Ares clients
    • Known limitations: lack of native support for UNIX/Linux applications



Equipment selection


 Technology equipment change request


Replacement and end of life

Policy Statements

Procurement and Provisioning

Ownership and Use

Maintenance and Repair

Lost or Stolen Equipment

Equipment Lifecycle

ContactsUpdate LogAppendices

Appendix A – Device Support

HP and Lenovo

Appendix B – Device Standards

  • Supported cost: up to $1,300.00
  • Standard configuration (July 2014):
    • Ultra-slim desktop (HP Elitedesk 800 series G1 USDT)
      • Windows 7 Professional (x64), Intel i5 processor, 8 GB RAM, 500 GB SATA HDD
      • HP 22”class widescreen LCD display (x1), keyboard, mouse, web camera, speaker bar
  • Optional configurations (July 2014):
    • All-in-one desktop (HP Elitedesk 800 series G1 AIO)
      • Windows 7 Professional (x64), Intel i5 processor, 8 GB RAM, 500 GB SATA Hard Drive
      • Integrated HP 23”class widescreen LCD display, speaker bar, and web camera; keyboard & mouse
    • Mid-size tower (HP EliteDesk 800 series G1 CMT)
      • Purpose: software development or digitization/media processing
      • Windows 7 Professional (x64), Intel i7 processor, 16 GB RAM, 500 GB- 1 TB SATA Hard Drive
      • HP 22”class widescreen LCD display (x1), keyboard, mouse, web camera, speaker bar
    • Multiple displays connected to workstation
      • Purpose: multiple simultaneous application access
      • HP 22” class widescreen LCD display (x2)
  • Warranty note: all HP workstations are specified with a 4 year HP parts and labor warranty
  • For additional information, please consult the Technology Allocation Program Planning Guide
  • Supported cost: up to $2,000.00
  • Standard specification (July 2014):
    • Windows 7 or 8.1 Enterprise (x64), or Apple OSX 10.9 (Mavericks)
    • Intel i5 processor, 8 GB RAM, ~256 GB SSD HDD
    • Notes:
      • Optional: HP 22” class widescreen LCD display
      • Dock included for most Lenovo and HP laptops
  • Recommended options
    • Lenovo Thinkpad
      • X or T series
      • 12.5-14” display
      • Examples: X240, T440s
    • HP Elitebook
      • Folio or 800 series
      • 12.5-14” display
      • Examples: Folio 1040, Elitebook 820 or 840
    • Apple
      • 11-13” display
      • Macbook Pro (13”) or Air (11” or 13”)
  • Warranty note:
    • laptops require 3 year parts and labor warranty
    • accidental damage coverage should also be included whenever possible
  • For additional information, please consult the Technology Allocation Program Planning Guide

Appendix C – Tablet Support

  • On a case-by-case basis, tablets may be considered for specific responsibilities and allocated following consultation between the Faculty or AP staff making the request, Library IT and supervisor.
    • Scenario:
      • Faculty or AP staff member identify a tablet as a work-related need
      • Faculty or AP staff work with supervisor and Library IT to best address the need
  • Library IT support:
    • Type & OS: any supported by the Urbana campus mobile device management (MDM) solution (July 2014: Airwatch)
    • Cost per device: less than or equal to $500
    • Warranty: 1 year
    • Lifecycle expectation: 2-3 years
  • Available options (review date: 05/14)
    • Apple iPad Air (16GB WiFi)
    • Google Nexus 7 or 10 – (16 GB WiFi)
    • Lenovo Tablet 2 – (64 GB WiFi)

Appendix D — Operational Definitions

Urbana Campus Technology Policies
  • Appropriate Use
  • Information Security
  • Equipment owned and supported by the University of Illinois which connects to Urbana campus and Library resources
  • Includes, but is not limited to: workstations, laptops, tablets, telecommunication (Lync) hardware,  printers, and related peripherals
  • Complete computer (desktop or mid-sized tower) configuration with keyboard, mouse, and monitor
  • Mobile computing device with workstation-class processing power, built-in wireless networking, integrated display, keyboard and pointing device; can serve as workstation replacement
  • Mobile computing device with touch screen interface, built-in wireless networking, lack of integrated physical keyboard, minimal internal storage and processing capacity; cannot serve as a workstation replacement
  • Accessories for workstations, laptops and tablets which can include: keyboard, mouse, optical disk drive, Lync phone, web camera, speakers, docking station, etc.
  • See Disability Resources and Educational Services (DRES) resources
  • Note: accessibility requests should be coordinated with Library IT and Library Human Resources.
Technology equipment
Peripheral equipment
Accessibility equipment (assistive technology)