All faculty and staff are entitled to a new Dell workstation every three years. KSBIT is responsible for selecting, purchasing, configuring, and installing all standard workstations, allowing for some end-user preferences. Upgrades and preferences not covered by base pricing will be charged to the user’s departmental account. Users wishing to select a laptop computer instead of a desktop will be charged for any upcharge differences.

KSBIT technicians are Dell certified and capable of repairing and replacing computer components as needed. Once a machine’s warranty is void, KSBIT may deem repairs too costly or impractical, and a new machine will be provided. If the machine was not provided by KSBIT (i.e. purchased separately by the user), charges may be assessed accordingly.

All university owned workstations will be managed for software updates, anti-virus updates, and security scans via central services (managed by UITS).

After three-years, the machine will be reclaimed by KSBIT for redistribution or retirement; users may not keep their old machine in addition to their new one. Users who decline a new machine at that time must wait until the following year to upgrade, unless machine failure forces an earlier replacement. A machine will have all data securely erased before being retired or redeployed.  

KSBIT provides support for faculty and staff laptops purchased with university funds. We can assist you in selecting an appropriate make/model, as well as in choosing and installing hardware and software. We also put in place proper security measures, including encrypting the machine via Bit-Locker (Windows machines) or File Vault (Mac). All machines ordered with Kelley funds must meet this criteria, or the order will be denied.

KSBIT encourages faculty and staff to consider Dell laptops and tablets, as our technicians are Dell certified and best equipped to support Dell products. We also recommend Lenovo because we have a great deal of experience supporting ThinkPad products. Other brands are supported but not at the same level as Dell or Lenovo.

At the end of their useful lifespan, all laptops and tablets purchased with university funds need to be returned to KSBIT for proper retirement. All hard drives will be securely erased of data; the laptops will be removed from inventory, and sent to IU Surplus for resale or disposal.

KSBIT has laptops, projectors, portable screens, and more available for short term, reasonable usage loans. Faculty and staff may borrow them as needed for presentations, class use, conference trips, etc. Please email us at ksbit@indiana.edu with your request details at least two-weeks in advance. We cannot always meet the needs of last minute requests.

Users requiring a long term loan (i.e., for a complete semester) are encouraged to purchase their own device, either with personal or departmental funds. Faculty or staff who consistently abuse "reasonable usage” of our loaner pool will be denied future loan requests.

When borrowing equipment, the customer and a KSBIT staff member will jointly inspect the equipment being checked out and subsequently when checked in. Both the customer and the KSBIT employee will sign the check-out/check-in form indicating the presence and condition of the items in question. All checked out items must be present upon check-in, and partial or incomplete returns will not be accepted.

All faculty and staff will be provided with a VoIP telephone, connected directly to their office desktop computer and utilizing the Microsoft Skype for Business client. Users will need to have their department contact ksbit@indiana.edu to initiate processing a new phone request. The new request will be routed to UITS for approval and new telephone number assignment. In order to have telephone service, all users will be required to sign an E-911 agreement form.

All telephone issues, service, or upgrade requests, etc. must be sent via email to ksbit@indiana.edu.

Need assistance? Contact KSBIT at 855-4247 or send an email to ksbit@indiana.edu. If our Help Desk personnel are not able to resolve your issue over the phone or via email, KSBIT will assign it to the proper KSBIT personnel, who will contact you to gather more information (if necessary) or to schedule a convenient time to meet with you to address the situation. If we are not able to reach you, we will leave a voicemail or email asking you to contact us to arrange a meeting time. We will attempt to contact you three times. If we receive no response within 10 business days, we will consider your issue/problem to be resolved and close the ticket. If you still require assistance, you will need to submit a new work request.

KSBIT provides full support for HP network printers registered under the Workstation Replacement Program. This support only covers single-function HP printers; copiers, faxes, and multi-function devices are not supported at this time. HP network printers that are not registered under this program will receive support on a case-by-case basis. For more information, contact KSBIT at 855-4247 or ksbit@indiana.edu.

To facilitate access for departments with non-standard network printers, we will provide an IP address and make printer drivers available on the print server. All additional repair services and software (e.g. Canon client installation) must be handled by an outside vendor.

KSBIT maintains a backup system on its File and Printer Server (MS1) for all network departmental resources. This does not include backups for local workstations. The system backups changed files only at noon and midnight each day. Every weekend, a full system backup of all files is performed. KSBIT maintains four weeks' worth of backups, and then the media is recycled for re-use.

If a faculty or staff member needs to recover a deleted file(s), they need to contact ksbit@indiana.edu. Please include in the email the exact location and name of the file(s)—example: G:\Department Files\Jim Anderson\NewTechnology.docx. Unless otherwise directed, we will restore the most recent backup of the file(s) to their original location.

KSBIT will only support home-based use of university-owned computer equipment for academic, administrative, and research purposes if the systems meet our current minimum level of supported technology: Intel Core 2 Duo 3.0GHz for desktop systems and Intel Core 2 Duo processors for notebook computers.

Older systems, anything older than Intel Core 2 Duo systems, do not qualify for support because they do not meet the minimum requirements; however, you are welcome to continue to use this equipment until obsolete and non-functional. Additionally, we will no longer support home-based printers.

To qualify for support, all home-based IU computer equipment must have been purchased through school-sanctioned vendors: Dell and Lenovo. University equipment produced by other manufacturers may be serviced through UITS at the owner's expense (RATS account).

Insurance for university-purchased notebook computers is only available for systems that meet minimum KSB support requirements (see above). Insurance for notebook computers that are older than an Intel Core 2 Duo will be discontinued immediately, and therefore will be ineligible for replacement due to damage or theft.

Equipment loans last two years from the original date of the completed loan form. Upon expiration of the loan, faculty and staff are contacted, and the loan is renewed for an additional 2 years if requested.

When done with both supported and unsupported home-based IU computer equipment, users must return items to KSBIT for disposal. This equipment should never be simply thrown away or recycled. All units with an IU asset tag on them must be retired appropriately.

Faculty only are eligible to maintain university funded equipment at home after their retirement date. Computer equipment (laptops, PCs, printers, and other associated equipment) purchased at least 12 months prior to retirement and is under the university capital asset limit may be maintained at home for a period of two years. After two years, the equipment may either be renewed for another two-year period or returned to KSBIT. When unusable or obsolete, equipment must be returned to be retired from inventory and disposed of properly. Any computer equipment purchased within the 12-month period preceding retirement must be returned prior to the last day of employment.

Computer equipment purchased for the office is funded through a central account under the Workstation Replacement Program (WRP). All WRP computer equipment must be returned to the school prior to the last day of employment. Additional office computer equipment purchased through departmental funds may only be taken home with the express consent of the Kelley deans.

The deans reserve the right to make exceptions to this policy on a case-by-case basis.

Faculty and staff who are interested in acquiring equipment or software through the use of departmental funds (RATS, POF, etc.) should be aware of the following procedures.

1. Faculty/staff should initiate purchase requests through their departmental secretary (preferably the individual responsible for departmental account management).
2. The departmental secretary will make a purchase request through KSBIT by e-mailing tsorder@indiana.edu or calling 855-6958. The request must include the following information:
   • Description of the product to be ordered
   • Brand, model, and part number
   • Account and sub-account number(s) to be charged
   • Vendor (where to order it from) if available
3. The purchasing agent will make contact with the ordering party and process the order.
4. Upon receipt of the item(s) ordered, the ordering party will be notified by TSORDER and asked to either schedule an installation date and time through the KSBIT reservation system, or arrange a pick-up time.

For information on pending order inquiries, contact the Help Desk at ksbit@indiana.edu or 855-4247.