Computer Exchange Program FAQs

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

As a CEP recipient, there are a few "house-keeping" responsibilities to keep in mind.

Computers issued in this program are the property of the Computer Exchange Program and are assigned to the individual recipient who is responsible for the computer. Please take the following actions as appropriate:

• Accept the Property Location/Loan Receipt.
  • You'll receive an annual notification asking you to acknowledge you are still in possession of the CEP computer.
• If you change offices or locations, please update your Property Location/Loan Receipt by following these instructions:
  • Log into SOAR
  • Go to USM Utilities > Property Location/Loan Receipt
  • Select "Search"
  • A list of assets assigned to you will be displayed
  • Select the USM number that corresponds to your CEP computer (Ex: USM #213358)
  • Modify your location
  • Select "Save"
• If you change departments/units at the university, take your CEP computer with you and notify us by sending an email.
• If you leave the university, return your CEP computer to iTech (FCH 317 or FEC 308) or schedule a pick up.
• Notify us immediately if the CEP computer is discovered missing or stolen.

The Computer Exchange Program is open year round, provided funding is available.

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

The CEP is governed by the CEP policy, which is administered by iTech with the support of the University Executive Cabinet.

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

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

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

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

Note: To help 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), subject to available funding.

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 (defined in FAQ 5 above), you can complete this form.

The evaluation process occurs on a weekly basis. After the requests are reviewed, requestors that will receive a computer will get a congratulatory email with more information.

Note: An email will be sent to each person who submitted a request 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 CEP computer, the recipient's department will not be charged for the CEP computer. Please see for exceptions to department charges.

The Program only allows Apples to be exchanged for Apples. If you have a Windows computer, it is recommended that you only exchange it for a Windows computer. Due to the vast difference between Windows and Apple computers, there is a learning curve when an individual goes from a Windows computer to an Apple computer. The employee must have an existing Apple computer as their primary university device to exchange for the CEP Apple computer. Once you and your department have made the necessary investment in your transition to an Apple, exchanging your Windows computer to an Apple will be possible.

The CEP orientation is required to provide viewers/CEP recipients with useful information for delivery or pickup, preparation requirements and helpful tips for switching from your old computer to your CEP computer. The presentation is made available so it can be viewed in the comfort of your office or home.

You are encouraged to place a work order on the main iTech site, so 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:

• Exchanged (old) computer is not sent to Surplus after transferring data to CEP (replacement) computer.
• CEP (replacement) computer is not available (lost, broken, etc.) for university property audit verification.
• CEP (replacement) computer is not returned to iTech in the event that the recipient leaves the university.

CEP computers are typically held in stock and readily available. There are times when there are more requests than available 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

Windows Laptop

Apple Desktop

Apple Laptop

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.

No exceptions or additions can be made to the type of device (or device parts like memory or disk capacity) offered in the program. The base model of both Windows and Apple computers (per question 15 above) are the only types offered for CEP. Your department may choose to purchase a special peripherals, additional equipment or accessories.

Note: If you currently have a laptop with a docking station, your CEP laptop may not fit into the old 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.

• 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.
• After the Property Contact initiates the transfer in AssetWorks, a physical move of the computer must take place.
• The physical move of the computer is accomplished by either:
  • The recipient or the Property Contact person entering a Physical Plant work order to have the old computer picked up and delivered to Surplus.
  • The recipient or a representative from his/her department taking the computer to Surplus.
• CEP recipients typically have 30 days from the date their CEP computer is delivered to send their old computer to Surplus.
• To help prevent the department from being charged, multiple reminders are sent to help ensure that the department is fully aware of the status and takes corrective action.

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, it is number 38.

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

• 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.
  • A detailed explanation of what happened to the asset must be provided to USM Police when filing that report.
  • The detailed explanation should include the who, what, when, where and why of what happened and must be signed by the person making the statement.
• Send an email to itcep@usm.edu with the following:
  • USM Property Number
  • The name of the person to whom the computer is issued
  • 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 page 4 of the Property Accounting Manual under STOLEN OR MISSING PROPERTY.

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 itcep@usm.edu with the following:

• USM Property Number
• The name of the person to whom the computer is issued

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 itcep@usm.edu 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 the 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 person to whom the CEP computer is assigned is liable for the university asset. 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 for enforced, but it is in place for purchases made using departmental budgets.

Please refer to the Property Accounting Manual on page 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.

CEP computers are delivered with an operating system. Software Downloads, such as office productivity, anti-virus, etc. are available.

Software programs cannot be moved from old computers to CEP computers. However, old software can be installed on the CEP 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.

Your CEP computer, as delivered, has been formatted with Active Directory using your CampusID credentials (same username and password for SOAR and email). When you log in to your CEP 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.

Note for Apple Users: Your computer will be included in Active Directory in the near future. CEP computers that are Apples must be physically verified, so an office visit will be required.

Place a work order on the iTech site so 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.