Buying a Computer
Relocating Computer Equipment

Jeff IT is available to move computer related equipment such as computers, monitors, mice, keyboards and printers, as well as equipment being moved to/from other institutions.

     Transfer of Equipment to or from Other Institutions
   Same Building Moves
   Across Campus Moves
   Renovations

 

 

 

 

 

 

 

 

 

 

 

Transfer of Equipment to or from Other Institutions

Incoming Devices

Equipment intended for transfer from another institution must follow specific procedural guidelines prior to installation on the Thomas Jefferson University campus. The guidelines are intended to ensure that all devices on the TJU network are in compliance with security policies and HW standards. Guidelines also inform new/potential clients of the support parameters for those devices and the timelines for replacement of those devices.

The optimum period for analysis of transferable equipment is during the initial discussions between Thomas Jefferson University and the potential client.

  • A service request is required to start this process.
  • The SLO (Service Level Objective) for this service is 6 weeks.
  • All services provided by Jeff IT for all transferred devices to TJU will be billable at the current billing rates at the time of service.
  • Workstations that do not meet current minimum standards will not be eligible for support nor for connectivity to the TJU network.
  • All workstations MUST have TJU’s management and anti-virus SW installed and running.
  • An inventory list of all incoming equipment (including servers, printers, scanners, biomedical equipment and all peripheral devices) must be provided to Jeff IT at the time of initial discussions between Thomas Jefferson University and the potential client. The inventory list should include information such as brands, models, operating system versions, HW warranty, installed applications, SW licenses, operations type (during business hours / off hours / 24 x 7), serial numbers and funding source for purchasing the equipment (grant / university owned). The inventory will be analyzed by Jeff IT to determine whether each device meets minimum standards for support and network connectivity (if network connectivity is intended) and to determine the support level for each device by Jeff IT support staff.
  • A letter indicating transfer of assets from the outgoing institution, on institutional letterhead, is required before any assets may be delivered to the Thomas Jefferson University campus. The department head or other departmental administrator must release the equipment, along with the signature of a senior officer (dean, vice president, etc.) This release must also specify intellectual property release, as appropriate, for data that is stored on workstations/computers. A sign-off document must be executed indicating that the equipment has been reviewed by the outgoing institution’s security officer, privacy officer, or their equivalent(s)/designate(s) and that all data on the units is approved for transfer to Thomas Jefferson University. The transfer of assets must list each asset being transferred, along with serial numbers. A personal computer’s operating system is bundled with the PC; however clients must purchase new licenses for Microsoft Office and Norton Antivirus
  • Key contact name(s) of the outgoing institution’s IT department are required. Jeff IT may need to contact those individuals for information regarding the equipment.
  • It is the responsibility of the incoming client to TJU to provide all administrator passwords for all devices and applications running on any transferred HW to Jeff IT.
  • The installation/configuration of all incoming equipment is a billable service. A departmental contact within TJU must place either a web self service request or a renovation request to initiate the evaluation process for all incoming equipment along with the appropriate TJU charge codes. This service will be provided according to the standard service level objectives for projects and renovations. Meeting service level objectives are contingent upon providing Jeff IT with all required information needed to complete the analysis and meeting the planned delivery dates of equipment to the TJU campus. Special or delayed delivery may extend the service level objectives currently established at Thomas Jefferson University.
  • Workstations that meet the minimum hardware and operating system standards but are not manufactured by the University’s current hardware vendor could be granted a grace period that ends by the end of the current fiscal year. If workstations are granted the grace period, they become eligible for network connectivity and Jeff IT’s support. Support for these devices will be limited to IP only. All workstations MUST have TJU’s management and anti-virus SW installed and running on them as a prerequisite for support or network connectivity. Replacement of these devices MUST take place at the beginning of the first new fiscal year.
  • Workstations that meet the minimum hardware and operating system standards and are manufactured by the University’s current hardware vendor will be re-imaged with Jeff IT’s current model image, including current anti-virus software, workstation management software and standard Jeff IT applications. Clients will be required to purchase SW licenses for all standard applications for each workstation. Jeff IT will support the workstation’s hardware and software until such time that the device falls below the current minimum standards, at which point the workstation would need to be replaced with a new one that meets current standards at that time. If clients forego re-imaging, support for these devices will be limited to IP address only and replacement of the devices must occur by the beginning of the first new fiscal year.
  • Assets leased through another institution are not transferable and therefore will not be permitted on the TJU campus.

Outgoing Devices

Equipment intended for transfer from Thomas Jefferson University campus to another institution must follow specific procedural guidelines prior to the removal of the devices from campus. The guidelines are intended to ensure that all devices removed from the TJU campus have met all HIPAA and network security requirements prior to removal.

  •  A service request is required to start this process.
  • The SLO (Service Level Objective) for this service is 6 weeks.
  • All services provided by Jeff IT for all transferred devices to TJU will be billable at the current billing rates at the time of service.
  • This service applies to purchased / owned equipment only. Leased equipment is not transferable and may not be removed from the TJU campus at any time, for any reason.
  • An inventory list of all outgoing equipment (including servers, printers, scanners, biomedical equipment and all peripheral devices) must be provided to Jeff IT. The inventory list should include information such as brands, models, operating system versions, HW warranty, installed applications, SW licenses, operations type (during business hours / off hours / 24X7), serial numbers, asset tags, current location and funding source for purchasing the equipment (grant / university owned).
  • Jeff IT will be responsible for removing (“scrubbing”) all software applications and data from each device and reinstalling the current operating system. Site licensed applications such as Microsoft Office cannot be transferred to another institution and therefore cannot be reinstalled. The department head or other departmental administrator must release the equipment from the TJU campus, along with the signature of a senior officer (dean, vice president, etc.)

Same Building Moves

Jeff IT moves computers, printers, and other computer peripherals within the same office suite or within the same building. Please start by placing a Jeff IT Service Request. To move one to six computers, Jeff IT requires two business days notice. To move seven to twelve computers, Jeff IT requires five business days notice. For larger moves, please discuss and coordinate with Jeff IT.

Telephone lines and furniture are moved by Facilities and Telecomm. To place a facilities request, please call 955-6846. To place a Telecomm request, please call 955-7975 and choose option 3.

Across Campus Moves

Facilities moves computer equipment between buildings. Telecomm transfers telephone lines. Jeff IT will set up computer equipment at your new location. To place a facilities request, please call 955-6846. To place a Telecomm request, please call 955-7975 and choose option 3. Once you contact Facilities and Telecomm, Jeff IT will make every effort to coordinate with your scheduled move. Please place a Service Request with Jeff IT as soon as you are aware that your computer equipment must move. To move one to six computers, Jeff IT requires two business days notice. To move seven to twelve computers, Jeff IT requires five business days notice. For larger moves, please discuss and coordinate with Jeff IT.

Once you contact Facilities and Telecomm, Jeff IT will make every effort to coordinate with your scheduled move. To place a facilities request, please call x56846 To place a Telecomm request, please call x57975 and choose option 3.

Renovations

To initiate a departmental move Facilities should be contacted to discuss construction, locations, and any additional infrastructure. Facilities can be reached at x5-6846. Facilities will coordinate with the TJUH IS, Network Operations, and Jeff IT once the complexity of the Renovation is determined.  Once Jeff IT is assigned to your Renovation, our technicians will work with your department to discuss the move in detail. Jeff IT will review all hardware and work with your department to provide quotes for any additional computer related hardware needed for the new location.

Relocation Process

Phase 1 — Pre-move preparations

Once Facilities and/or Telecom has been contacted in regards to your move and a Jeff IT Service Request has been submitted, Jeff IT will come out during your scheduled move to disconnect your computer equipment neatly for transport.

Phase 2 — Post-move setup

Jeff IT will come to your new location to set up your computer equipment and ensure network and printing connectivity.

Jeff IT will make every effort to coordinate your computer equipment move with you.  Here are a few simple tips to make things go more smoothly:

  • Often many groups are involved in moves and the more time Jeff IT has to plan ahead, the better the move will go.
  • Be prepared for downtime.  Often a move will require that Jeff IT will need to schedule a time to have your computer disconnected before the move can take place.  Every effort is made to make sure you are not inconvenienced but downtime is inevitable.  Make sure your move is scheduled when you can afford downtime or when you can make other arrangements in your new location.
  • Please be available.  After your Deployment Technician sets your equipment up in your new location, we will need to have you there to log into your computer to make sure everything is functioning properly.

date revised 11/18/08


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