CEP Policy

1.0 - Purpose


The Computer Exchange Program (CEP or Program) is designed to:

  • Centralize the acquisition of institutional computer resources for  academic and administrative departments
  • Encourage regularly scheduled updating of obsolete equipment
  • Standardize the computing environment for compatibility and service offering

This CEP Policy will govern the Program which is administered by iTech.  The Executive Cabinet of the university recognizes the importance of the goals and objectives of the Program and supports funding the exchange cycle.


Goals and Objectives

The Program has three primary goals:

  1. To provide equitable access to technology for faculty and staff of the university
  2. To help ensure that computing resources at the university are current and adequate for performing work related tasks
  3. To reduce support costs by removing obsolete and inadequate computing resources from the university’s inventory

The objectives of the CEP are to:

  • Help ensure that eligible faculty and staff who use computing resources in their positions have access to a computer of sufficient capability to support Basic Computing Needs in fulfillment of their work responsibilities
  • Streamline the specification, acquisition, and deployment of CEP Computers, and disposal of old equipment
  • Minimize support costs by providing technology that is current, standard, and stable
  • Establish a centralized budget that provides basic computing resources for university employees, providing relief to both department and unit budgets
  • Implement minimum standards for the university’s computing resources that will  increase the supportability of the institution's installed base of equipment
  • Evaluate the Program annually, monitor information collected through audits, technology improvements, feedback from program participants, external vendor and industry sources, and institutional priorities in order to make recommendations
  • Promote software compliance
  • Increase cost efficiency through bulk purchases  


2.0 - Scope

Available Equipment

The CEP is intended to provide adequate technology for university employees and to keep technology current by replacing and/or upgrading it once the manufacturer’s warranty expires. This lifecycle enables university employees to have access to the latest computing technology and the most recent operating systems and application versions.  Computer standards and specifications will change periodically which may result in adjustments in the product lifecycle.  Microsoft (MS) Active Directory is provided at no additional charge to the participating departments and is essential in the successful deployment of these devices.

The equipment available in this program satisfies about 90% of all computing needs across the university. There are four computer models available through the Program [Windows laptop, Windows desktop (without monitor), Apple laptop, Apple desktop].  The specifications for each are listed in the frequently asked questions. A variation in the available equipment and/or peripheral equipment (including Windows desktop monitors) is the financial responsibility of the recipient departments/units and must be purchased through the normal computer procurement process.


Qualified Participants

The following individuals that require computing resources in their position are eligible to participate in the Program:

  • Full-Time faculty and staff
  • Part-Time permanent faculty and staff

The following individuals/situations are NOT qualified to participate in the Program:

  • Individuals paid from a grant, sponsored program, or auxiliary
  • Departmental or office shared computers
  • Students workers (undergraduate and graduate)
  • Public computing areas in the libraries and departmental computer labs


3.0 - Policy

The Program is administered as follows:

  • A CEP Computer will replace a computer that is no longer supported by its manufacturer or for a pre-determined period (currently 48 months) whichever is longer
  • Ownership of a CEP Computer will be transferred to the CEP Recipient’s department after the Exchanged Computer is transferred to Surplus
  • A CEP Recipient will be eligible for the Program again after the CEP Computer has been on university inventory for a pre-determined period (currently 48 months) 

Exchange Computers

  1. As an employee/department/unit evaluates the current computing situation and determines that the current computer no longer meets the basic computing needs, a request must be submitted for an exchange.
  2. Submitted requests are evaluated within one week and those that are eligible for the Program will be notified with next steps.
  3. Evaluation criteria include the age of the Exchange Computer.  Current age limits are greater than 4 years and less than 8 years.
  4. Eligible requests will be fulfilled up to the limit of available funding. 
  5. Recipients are asked to review information about the Program that includes instructions on how to schedule an appointment for delivery or pick-up and transferring the Exchange Computer.
  6. A CEP Recipient will have up to 30 days after delivery/pick-up of the CEP Computer to transfer the Exchange Computer to Surplus by their department’s Property Accounting Contact.  This provides an opportunity to complete the transfer of data from the Exchange Computer to the CEP Computer. 
  7. After data is transferred to the CEP Computer, the Exchange Computer must be sent to Surplus to be decommissioned in accordance with state law.

CEP Computers – General Information

  • CEP Computers are individually assigned and become part of the inventory of the department/unit of the CEP Recipient. 
  • If a CEP Recipient changes jobs within the university, the CEP Computer remains with the department/unit that provided the Exchange Computer. 
  • If a CEP Recipient terminates employment with the university, the CEP Computer remains with the department/unit that provided the Exchange Computer for the CEP Recipient’s replacement.
  • The Redistribution of University Computer Equipment Policy governs the redistribution of equipment to university employees; it is the responsibility of each department/unit to ensure adherence to this and all policies of the university. 


4.0 - Enforcement

  • CEP Recipients who choose to keep their Exchange Computer beyond the predetermined time period and choose not to send it to Surplus are subject to having their department budget charged for the full cost of the CEP Computer.
  • CEP Computers will be transferred to the CEP Recipient’s department/unit after the Exchange Computer is transferred to Surplus.  The CEP Recipient’s department will be responsible for the device until it is decommissioned or otherwise removed from the inventory of the department/unit.
  • CEP Computers are configured for MS Active Directory and should remain on MS Active Directory for support purposes. 
  • Each of the computer models available through the Program have components and operating system software that are the most current versions at the time of purchase.  Changes to either the components and/or the operating system software are NOTrecommended and may void the warranty associated with the CEP Computer.  Damages to a computer and/or components that occur as a result of such changes that are not covered under the manufacturer’s warranty are the financial liability of the department/unit of the CEP Recipient’s department.
  • Replacement components for CEP computers that have been transferred to a department/unit (such as battery past warranty, power brick/cord past warranty, broken laptop screens, etc.) are the financial liability of the department/unit of the CEP Recipient.


5.0 - Definitions

  • Basic Computing Needs – include word processing, electronic messaging, Library access, Internet (web) access, spreadsheet, simple database, and basic institutional data access. Other specialized needs, such as secondary computers, advanced hardware, and other specialized capability are available through department/unit funding.
  • CEP – Computer Exchange Program or the Program
  • CEP Computer – a computer that is provided through the CEP
  • CEP Recipient – An individual who receives a CEP administered computer
  • Exchange Computer – A computer that is exchanged for a CEP Computer
  • Microsoft (MS) Active Directory – A service that allows effective administration and support of computer technology across the university from a remote location and improves security to help meet State of MS requirements.
  • Surplus – The university department charged with the disposal of obsolete equipment purchased with taxpayer funds provided by the State of Mississippi
  • Property Accounting Contact – One or more individuals in each department who have access to the online inventory system (AssetWorks) and are able to transfer tagged equipment from one department to another 


Revision History

2014-01-17 Program Overhaul

2012-07-10 New Fac & alternate OS mods

2011-09-14 Weekly fulfillment

2011-02-28 Initial publication