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.
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.
The CEP is supported and funded by the university cabinet. The CEP policy will govern the program which will be administered by iTech.
The following individuals who require computing resources for their position are eligible to participate in the CEP:
The following individuals/situations are NOT qualified to participate at this time:
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).
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.
If you meet the eligibility requirements, follow the instructions at https://campushub.usm.edu/web/computer-exchange-program/request
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.
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.
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.
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.
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.
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:
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.
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
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.
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 firstname.lastname@example.org.
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.
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.
Send an email to email@example.com and someone will contact you to schedule a pick up.
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.
Send an email to firstname.lastname@example.org with
The CEP Committee will work with an iTech Technician to get a warranty repair where applicable.
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 email@example.com of their new building, room number, dept ID, dept chair, phone number and USM Property Contact person.
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.
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.
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.
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.
Windows Desktops and Notebooks
Apple Desktops and Notebooks
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.
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.
An iTech work order must be entered for a technician to come and rejoin the computer to the Active Directory domain.
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:
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.