1. What is the CEP?
  2. When does the CEP happen?
  3. Who is responsible for CEP?
  4. Who is eligible for CEP?
  5. Is my computer eligible to be exchanged?
  6. How do I participate or put in a request?
  7. When will I know if my request was approved?
  8. How will the CEP benefit me or my department?
  9. I have a computer that is not an Apple; can I exchange it for an Apple computer?
  10. Why is there an orientation presentation?
  11. How do I switch from the old computer to the new computer?
  12. How much does it cost my department?
  13. What are the hardware specs for the CEP computers?
  14. What If I want more than just what is offered in the hardware specifications (like a docking station or extra monitor)?
  15. What do I do with my old computer?
  16. Where is Surplus located?
  17. I no longer need my CEP computer, what do I do with it?
  18. If my CEP computer is stolen, what do I do?
  19. If my CEP computer is damaged, what do I do?
  20. What happens to my CEP computer if I change departments?
  21. If I change departments and take my CEP computer with me, will the department I am leaving be left without a computer for my replacement?
  22. Can I transfer the computer I received from CEP to another university employee?
  23. What do I do with the CEP computer I was issued if I leave the University?
  24. Am I liable for the computer?
  25. What software comes on a CEP Computer?
  26. What is Active Directory and how does it affect me as a CEP recipient?
  27. What do I do if my computer's initial setup has been altered?
  28. How do I know if my CEP computer is in Active Directory?
  29. What if I don't want to be included in Active Directory?

  1. What is the CEP?

The Computer Exchange Program is a university initiative to replace obsolete and non-supported desktops and laptops with new desktops and laptops to ensure that university faculty and staff technology needs are being met and that computers meet current standards. 

  1. When does the CEP happen?

The Computer Exchange Program is now on schedule to be open year round as funding allows.

A goal of CEP is to help departments reduce computer equipment procurement costs. Requests will be reviewed on a weekly basis. The CEP Committee will let faculty and staff know if they are eligible to receive a new computer as soon as one is available for distribution.

  1. Who is responsible for CEP?

The CEP is supported and funded by the university cabinet. The CEP policy will govern the program which will be administered by iTech.

  1. Who is eligible for CEP?

The following individuals who require computing resources for their position are eligible to participate in the CEP:

  1. Full-Time faculty and staff members
  2. Part-Time permanent faculty and staff members

The following individuals/situations are NOT qualified to participate at this time:

  1. Individuals employed by a grant or sponsored program
  2. Departmental or Office shared computers
  3. Student workers (undergraduate and graduate)
  4. Public computing areas in the libraries and departmental computer labs
  5. Auxiliaries   

Another note about eligibility: To ensure that the benefits from the Computer Exchange Program are felt throughout the entire Southern Miss community and that all those who are in need (and eligible) have an opportunity to replace their old computer, requests are limited to one per person. The intentions of the program are that CEP computers will be automatically replaced once the warranty has expired (in 4 years).

  1. Is my computer eligible to be exchanged?

 If your computer was purchased by the university more than 4 years ago but less than 8 years ago, your computer is eligible to be exchanged.

  1. How do I participate or put in a request?

 If you meet the eligibility requirements, follow the instructions at https://campushub.usm.edu/web/computer-exchange-program/request

  1. When will I know if my request was approved?

The evaluation process may take several days. After the requests are reviewed, those requestors that will receive a computer will get a congratulatory e-mail with more information.

Note: An e-mail will be sent to each person who submitted a request during that open period so each participant is clear about their status.

  1. How will the CEP benefit me or my department?

The CEP will provide university faculty and staff current and adequate computing resources for performing work related tasks. The CEP will replace obsolete and non-supported desktops and laptops. If the old computer is exchanged for the new computer, the recipient's department will not be charged for the new computer.  Please see for exceptions to department charges.

  1. I have a computer that is not an Apple; can I exchange it for an Apple computer?

No. The Program only allows Apples to be exchanged for Apples and Windows to be exchanged for Windows. The employee must have an existing Apple computer as their primary university device to exchange for a CEP Apple computer. Due to the vast difference between Apple and Windows computers, there are many necessary considerations for a department and its faculty/staff to change from Windows to Apple. If a university department has made the extra financial investment for Apple then they have also made the investment in their people and application systems to help ensure Apple can be effectively used to operate in their environment. For this reason, Apple continues to be supported by the Program for departments that have Apple devices to exchange.

  1. Why is there an orientation presentation?

If selected for the CEP, you will be required to view a CEP orientation presentation in the comfort of your office or home. The CEP orientation will provide viewers with useful information for delivery or pickup, preparation requirements and helpful tips for switching from your old computer to your new computer. There will be a variety of delivery and pick up times to work with all schedules.

  1. How do I switch from the old computer to the new computer?

You are encouraged to place a work order at https://www4.usm.edu/itech/workOrder/ so that the Computer Exchange Program Technician can assist you with the data transfer and software downloads as necessary.

  1. How much does it cost my department?

There is no cost to the department or the CEP recipient if a qualified faculty or staff member receives a computer through the Computer Exchange Program.  This program is funded by the university, approved by cabinet, and administered through iTech.  

A department budget will be charged under these circumstances:

  1. Exchanged (old) computer is not sent to Surplus after transferring data to CEP (new) computer
  2. CEP (new) computer is not available (lost, broken, etc.) for university property audit verification
  3. CEP (new) computer is not returned to iTech in the event that the recipient leaves the university
  1. When will I receive my new computer?

CEP computers are typically held in stock and readily available. There are times when we have more requests than we have computers. In the event an order has to be placed with a vendor, you will be notified that your request is on back order.

  1. What are the hardware specs for the CEP computers?

Windows Desktop http://www.usm.edu/itech/dell-optiplex-990-small-form-factor


Windows Laptop http://www.usm.edu/itech/dell-latitude-e6420-base-notebook-slate-silver


Apple Desktop 
http://www.usm.edu/itech/apple-20-imac


Apple Laptop 
http://www.usm.edu/itech/apple-13-macbook-pro

The Computer Exchange Program is intended to replace computers that no longer have a manufacturer's warranty available. Requests for CEP computers are fulfilled on a first-come-first-served basis from CEP stock. When a CEP recipient leaves the university and returns the CEP computer, it is cleaned and placed back into CEP stock for new CEP recipients. It is possible that the CEP computer you receive was used by a previous CEP recipient. A CEP recipient will never receive a CEP computer that is out of warranty.


  1. What If I want more than just what is offered in the hardware specifications (like a docking station or extra monitor)?

The only expense that could be incurred by a department is if an individual requests special peripherals, additional equipment or accessories.  If you would like to purchase additional items, please contact computer.orders@usm.edu.

Notes: 

If you currently have a laptop with a docking station, your new laptop may not fit into the old docking station. Your department may have to replace the docking station for your new laptop if you choose to continue using a docking station. 

If your building or office area uses only wireless connectivity (there is no physical network jack to connect to the network) you should consider requesting a laptop. Laptops contain an internal wireless network card that will allow you to connect to the network. Desktops do not come with internal wireless network cards and the department will incur cost to purchase a network card for the desktop.

  1. What do I do with my old computer?

  1. The Recipient’s Property Contact person for their department must initiate a transfer to Surplus (#960029) via AssetWorks.  If the Recipient does not have a Property Contact person, please contact Property Accounting for assistance.
  2. After the Property Contact initiates the transfer in AssetWorks, a physical move of the computer must take place.
  3. The physical move of the computer is accomplished by either:
  1. The Recipient or the Property Contact person entering a Physical Plant work order to have the old computer picked up and delivered to Surplus
  2. The Recipient or a representative from his/her department taking the computer to Surplus
  1. To help prevent the department from being charged, we send multiple reminders to ensure that the department is fully aware of the status and takes corrective action.
  1. Where is Surplus located?

To take your computer to Surplus you will need to go to the Receiving and Warehousing building, which is located across 4th Street.  If you look at the university map (http://www.usm.edu/campus_map.php) it is number 38.

  1. I no longer need my CEP computer, what do I do with it?

Send an email to itcep@usm.edu and someone will contact you to schedule a pick up.

  1. If my CEP computer is stolen, what do I do?

  1. The Recipient of the CEP computer must follow the university’s existing Property Accounting procedures (listed below) and file a police report with the USM Police.

  2. Send an email to itcep@usm.edu with
  1. USM Property Number
  2. Who the CEP computer belonged to
  3. A copy of the police report

Once iTech is in possession of the Police Report, we will prepare a replacement computer for the recipient.

iTech will also prepare the affidavit required by the auditors of the State of Mississippi for the CEP Recipient to sign in order to get the replacement computer.

Please refer to pg. 4 of the Property Accounting Manual under STOLEN OR MISSING PROPERTY http://www.usm.edu/controllersoffice/newdocs/Property_Manual.pdf

STOLEN OR MISSING PROPERTY

Furniture or equipment that is missing, stolen or has mysteriously disappeared shall be reported to the Property Accounting Department, proper Government agency, Department of Public Safety, University Police Department or any law enforcement agency as soon as possible. The description, serial number, inventory number, and other information about the lost or stolen item should be included in the report. To delete the property from the inventory, a notarized affidavit must accompany the deletion report. A detailed explanation of the loss showing the law enforcement agency (UPD) to which this loss was reported, as well as the report/case number filed on this loss is required. A copy of the law enforcement agency's (UPD) report shall also be attached. The affidavit must be signed by the executive head of the agency, the person in charge of property records and the employee directly responsible for the property which was stolen, lost or mysteriously disappeared. The Affidavit form is available from Property Accounting. Property Accounting will secure the necessary approval for disposition from the Salvage Committee. The department will be notified of the Salvage Committee's decision. Property Accounting will then delete the property from the inventory record and send a report to the State department of Audit.

  1. If my CEP computer is damaged, what do I do?

Send an email to itcep@usm.edu with

  1. USM Property Number
  2. The person to whom the computer is issued

The CEP Committee will work with an iTech Technician to get a warranty repair where applicable.  

  1. What happens to my CEP computer if I change departments?

CEP Computers are assigned to the recipient; employees who transfer to another department within the university will take their CEP computer with them.  The CEP computer moves with the person.

The person who transferred must notify itcep@usm.edu of their new building, room number, dept ID, dept chair, phone number and USM Property Contact person.

  1. If I change departments and take my CEP computer with me, will the department I am leaving be left without a computer for my replacement?

The vacated department will receive a replacement CEP computer which may or may not be the same computer type.  Fulfillment of the request is dependent on computer availability.

  1. Can I transfer the computer I received from CEP to another university employee?

No.  When a CEP computer is issued to a recipient, that person is responsible for the computer.  It must be returned to the CEP Committee so it can be re-formatted to ensure data privacy.

  1. What do I do with the CEP computer I was issued if I leave the university?

Computers issued in this program are the property of Computer Exchange Program and are assigned to the individual recipient who is responsible for the computer.  Since that employee is no longer employed with the university, the CEP computer remains under the CEP inventory; therefore, it must be returned to iTech.   If the department needs assistance with transferring information stored on the computer, they should put in a work order through iTech.  If the department/unit fills the vacancy, the CEP Committee will work to help ensure the new employee has a computer.

  1. Am I liable for the computer?

The Computer Exchange Program did not initiate a new policy or law. This is a restatement of existing state procurement law. This personal responsibility has not been widely recognized or enforced, but it is in place for purchases made using departmental budgets.

Please refer to http://www.usm.edu/controllersoffice/newdocs/Property_Manual.pdf

On pg. 6 under LIABILITY FOR FAILURE TO MAKE INVENTORY-SECTION 29-9-17

LIABILITY FOR FAILURE TO MAKE INVENTORY-SECTION 29-9-17

If any officer or employee of any state agency shall refuse or fail to make any inventory or supplemental inventory thereto as required herein, or to do so in the manner prescribed by the State Auditor, the State Auditor shall proceed to make, or cause to be made, the inventory or supplemental inventory; and the expense thereof shall be personally borne by said officer or employee, and he shall be responsible on his official bond for the payment of the expense.

In the event that an examination conducted pursuant to Section 29-9-13 finds items that are included on an agency's inventory which are missing and otherwise unaccounted for, the State Auditor has the authority to proceed under the provisions of Section 7-7-211 to recover the value of the missing items. The demand shall be made against the head of the agency, the agency's property officer and/or the appropriate officer or employee, if identified.

  1. What software comes on a CEP Computer?

Windows Desktops and Notebooks

  1. Microsoft Windows 7 Operating System
  2. Microsoft Office 2010
  3. Microsoft Outlook 2010
  4. Microsoft Word 2010
  5. Microsoft Excel 2010
  6. Microsoft PowerPoint 2010
  7. Microsoft Access 2010
  8. Microsoft Publisher 2010
  9. Symantec Endpoint Protection (Anti-virus)
  10. Adobe Flash
  11. Adobe Reader

Apple Desktops and Notebooks

  1. Mac OS X Lion
  2. Mail
  3. iCal
  4. iLife
    • iMovie
    • iPhoto
    • Garage Band
  1. Can I move software from my old computer to my new computer?

We cannot move programs from old computers to new computers. We can only install your old software on the new computers if you have the proper software media and licensing keys.  It is the participant’s responsibility to locate any additional software discs and licenses required (example: Adobe Acrobat Pro, Dreamweaver, etc…) iTech, in most cases, does not have the media required for software that is not a standard offering.

  1. What is Active Directory and how does it affect me as a CEP recipient?

Active Directory, a technology–industry standard, has been adopted by the university to help effectively and, with lower cost, support all colleges and departments at Southern Miss. It allows more technology to be supported without the need to add support staff at the same rate. Additionally, computers that use Active Directory can more easily be located for satisfying State of MS requirements of inventory control without requiring the computer to be physically available just in order to touch the computer.

Your CEP computer, as delivered, has been formatted with Active Directory using your CampusID credentials (same username and password for SOAR and e–mail). When you log in to your new computer, you will use your CampusID. By using this login, you will be part of The University of Southern Mississippi's Active Directory domain, which provides central support and online inventory tracking.

  1. What do I do if my computer's initial setup has been altered?

An iTech work order must be entered for a technician to come and rejoin the computer to the Active Directory domain.

  1. How do I know if my CEP computer is in Active Directory?

Before you sign in to Windows, you have a "Log on to:" option on the login screen. If it has USM in that selection, you are signing on Active Directory. Please see picture below:

  1. What if I don't want to be included in Active Directory?

In order for Active Directory to run on your computer the operating system must be Windows. If a Windows-based computer will not satisfy your request, you should consider purchasing an alternative computer for your needs, including an Apple computer.