Library Information Technology

Library IT Device Policies

Library IT is committed to providing library staff a robust, secure computing environment that supports the mission and vision of the Yale Library.  Equipment is provided to library staff members in accordance with Yale Equipment Policy 4209, Yale Information Technology Appropriate Use Policy 1607, and Hybrid Work Expectations and Implementation 5001 PR.01.

1. Device costs

The costs for all IT devices are covered by Library IT except for purchases made for the libraries listed below.  Library budget owners must consult with Library IT annually when planning the purchase of IT devices to ensure the Library IT budget is funded appropriately.  

The following libraries maintain their own IT budgets.  Library IT is still available for consultation and, in the case of the Lewis Walpole and Divinity Libraries, will make IT equipment purchases on their behalf.   

  • Medical Library

  • Lewis Walpole Library

  • Divinity Library

The Yale Law Library is not a part of Yale University Library and not included in this policy.

2. Lead Time

Deployment of new equipment to on-campus staff requires a minimum of 5 business days’ notice. 

Due to sourcing and configuration requirements, purchases of non-standard devices requires at least 30 days’ advance notice. 

Shipping equipment to full-time remote staff who are unable to pick up their equipment on campus may take two or more weeks.  Please plan accordingly when ordering equipment for fully remote staff. 

3. Standard devices

Library IT specifies and purchases “standard” devices.  These are devices that share a common specification for processor, memory, storage, and other attributes.  These devices have been tested to ensure they support the standard applications staff members need to be effective in their work under normal circumstances.  Specifications for standard devices are available on the Library IT Website.

Library staff members will be provided with standard devices unless otherwise requested by their manager.  Some requests may require department head approval.  See Non-standard devices.

4. Workstations

Number of workstations provided per staff member

Library IT will provide and support only one on-campus workstation per staff member.  Managers who feel a staff member needs more than one workstation must submit an exception.  Additional workstations directly impact the cost of equipment and indirectly impact the cost of staff support and software licensing.  Requests for additional workstations require LEC member approval

For requests for additional equipment for library staff with hybrid office arrangements, please see Remote offices.

Standard workstation

5. Laptops

Laptops are provided as the standard workstation for Library staff members.  In cases where remote work is unlikely, or when there is a preference for a staff member to have a desktop workstation, managers may request that the staff member receive a desktop instead of the laptop.  A desktop will not be provided in addition to a laptop.  Please see Number of workstations provided per staff member.

6. Desktops

Managers may request that a staff member receive a desktop computer instead of a laptop for any reason.  Requests for desktop computers do not require approval.   

7. Non-standard devices

Please note as stated earlier in this policy, orders of non-standard devices require at least 30 days’ advance notice. 

Macs

Managers may request that a staff member receive a Mac computer.  A Mac deployment is a substitution for a standard desktop or laptop deployment and will not be provided by Library IT in addition to a standard desktop or laptop.  Library IT will contact the manager to configure an appropriate system for the staff member.  Requests for Mac computers require department head approval.

Non-standard Windows workstations

In some cases, the roles and responsibilities of the user may warrant a more powerful or otherwise non-standard Windows workstation. Managers may request that a staff member receive a non-standard Windows workstation.  Library IT will contact the manager to configure an appropriate system for the staff member.  Requests for non-standard Windows workstations require department head approval.

8. Monitors

Library staff members are entitled to a standard monitor regardless of whether their computing device is a laptop or a desktop.  Managers may request that a staff member receive a second standard monitor.  Library IT will help specify an appropriate monitor for staff needs.  Requests for a second standard monitor require manager approval.

9. Printers

Library staff members are required to print to shared networked printers.  Library IT cannot purchase individual printers for library staff members for any reason.  Legacy individual printers will continue to be supported until the implementation of shared networked printers.  Legacy printers will not be replaced. 

10. Tablets and mobile devices

Managers may request that a staff member receive a device such as a tablet or iPad.  Apple devices will be purchased with the extended AppleCare+ warranty.  Apple devices will be configured with the Library IT AppleID unless otherwise requested.  Library IT will help select an appropriate device and configure, deploy, and support these systems.  Requests for tablets and mobile devices require manager approval.

Devices such as iPhones, Androids, Blackberries, mobile phones, “MiFi Hotspots”, or any device that incurs a recurring data charge cannot be provided and are not supported by Library IT.  Please contact the Library Business Office to inquire about mobile phone purchases.

11. Remote offices

Managers may request staff who work in hybrid environments receive equipment for their remote office in addition to the equipment provided to their on-site office.  Off-campus use of equipment is subject to Yale Equipment Policy 4209.6The following requests may be made:

Peripherals

Managers may request that a staff member receive the following equipment for their remote office: 

Please note that printers are not supported and will not be provided by Library IT for remote offices. 

Requests for peripherals for a remote office for library staff members require LEC member approval.

Additional workstations

Managers may request that a staff member receive an additional workstation for their remote office.  Managers who feel a staff member needs an additional workstation for their remote office must submit an exceptionAdditional workstations directly impact the cost of equipment and indirectly impact the cost of staff support and software licensing.  Requests for additional workstations for a remote office require LEC member approval

12. Workstation Replacement Cycle

Computers have a limited functional life. Library IT will leave typical staff workstation systems deployed for 5 years.  Library IT will actively monitor which systems are reaching “end-of-life” and will deploy replacement systems accordingly.  In some cases, faulty workstations that are out of warranty may be replaced before reaching 5 years of age if the repair is deemed cost prohibitive.  When a device is replaced as part of the replacement cycle, the old device must be returned to Library IT. 

If a staff member has been assigned more than one workstation for any reason, only their primary workstation will be part of the 5-year replacement cycle.  Managers who wish to replace a staff member’s workstation in addition to their primary workstation must submit an exceptionAdditional workstations directly impact the cost of equipment and indirectly impact the cost of staff support and software licensing.  Requests to replace additional workstations for any reason require LEC member approval.

13. Personal devices

Library IT does not support personal devices such as computers, printers, tablets, or mobile devices for any reason.

Last modified: 
Thursday, October 5, 2023 - 4:23pm