Staff Workstation Policy

Staff Workstation Policy

Library IT | Workstation & Technology Services

Responsible Official: Manager, Workstation & Technology Services

Responsible Office: Library IT

Effective Date: January 1, 2014

Revision Date: July 22, 2014

Policy Sections

  • Staff Workstation Deployment
  • Workstation Replacement Policy
  • Reclamation Process
  • Appropriate Use Policy for Staff Workstations


  • Appendix A: Current System Specifications
  • Appendix B: Standard Staff Workstation Software


This Policy applies to all users of Library IT staff workstation systems. It applies to the use of all Library IT-supported workstations, laptops and mobile devices.

Policy Statement

The purpose of this Policy is to ensure a secure staff workstation infrastructure that supports the basic missions of the Yale University Library. In particular, this Policy aims to promote the following goals:

  • To ensure the integrity, reliability, availability, and superior performance of Library staff workstations;
  • To ensure that the use of Library staff workstations is consistent with the principles and values that govern use of Yale University facilities and services; and
  • To ensure that workstations are used for their intended purposes


W&TS: The Workstation & Technology Services unit of Yale University Library IT

ITS: Yale University Information Technology Services

Staff Workstations: All desktop computers and laptops deployed by W&TS

User: Any person, whether authorized or not, who makes any use of any Library staff workstation system from any location

Staff Workstation Deployment

  1. Workstations
    Each Library IT staff member will be provided with a networked computer that supports the standard applications needed to be effective in their work under normal circumstances. W&TS will provide and support only one desktop workstation (or laptop if the position warrants one) per staff member. Managers who feel a staff member needs more than one workstation will need to submit an exception. Such a request will be reviewed by the W&TS Manager who will make the final decision whether to grant the request.
  2. Monitors
    Users are entitled to select either a single (minimum 22”) or a dual (minimum 17”) monitor configuration. W&TS Staff can assist the department manager in identifying the best configuration for the work environment.
  3. Laptops
    A laptop, docking station, monitor(s), keyboard and mouse can be provided upon request. A laptop deployment is a substitution for a standard workstation deployment, and will not be provided in addition to a standard workstation. W&TS will partially subsidize the cost of a laptop deployment up to the current value of a standard laptop system. The remaining cost must be paid for by the department. The W&TS Manager will help configure an appropriate system and provide an estimate of cost.
  4. Macs
    In cases where a staff member does not require access to Voyager (Windows only) to perform their work, a Mac computer can be requested. Typically, a Mac will be more expensive than a comparably configured Windows workstation. Therefore, W&TS will partially subsidize the cost of a Mac deployment up to the current value of a standard workstation system. The remaining cost must be paid for by the department. The W&TS Manager will help configure an appropriate system and provide an estimate of cost.
  5. Non-standard Workstations
    In some cases, the roles and responsibilities of the user may warrant a more powerful workstation. W&TS will partially subsidize the cost of a special use system up to the current value of a standard workstation system. The remaining cost must be paid for by the department. The W&TS Manager will help configure an appropriate system and provide an estimate of cost.
  6. Tablets and Mobile Computer Devices
    Tablets and mobile computing devices, such as iPads, must be purchased solely with departmental funds. It is highly recommended that extended warranties such as AppleCare+ be considered when purchasing these mobile devices. The W&TS Manager will help select an appropriate device and W&TS Staff will configure, deploy and support these systems. Cell phones such as iPhones, Androids and Blackberries, or any device that incurs a recurring data charge will generally not be supported. However, detailed instructions for configuring YaleConnect email on mobile devices can be found at: and W&TS can assist with the configuration if needed.

Workstation Replacement Cycle

Computers have a limited functional life. W&TS will leave typical staff workstation systems deployed for up to 5 years. We 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.

W&TS Staff will retain data from the obsolete system for 30 days.

Reclamation Process

The workstation replacement cycle is designed to allocate limited resources as efficiently as possible. Therefore, W&TS reserves the right to reclaim workstations as they are vacated. Workstations can become available for a variety of reasons including, but not limited to: staff retirements, departmental transfers and work elimination. The process for reclaiming vacated workstations is outlined below:

  1. Library Administration will notify the W&TS Manager of staff departures. Any workstation identified as underutilized by W&TS Staff may also be reclaimed.
  2. W&TS Staff will identify the vacated or underutilized workstation and will communicate the computer name of the workstation to the W&TS Manager who will notify the department director or manager of the intention to reclaim the workstation. Any request to maintain possession of a vacated or underutilized workstation will need to go through an exception process.
  3. W&TS Staff will make a reasonable effort to backup local data. This data will be stored for no less than 30 days.
  4. W&TS Staff will physically reclaim the workstation from the department.
  5. W&TS Staff will immediately begin prepping the reclaimed workstation for redeployment or storage in surplus inventory.

Appropriate Use Policy for Staff Workstations

Library staff need access to a Library staff workstation in the course of their work at Yale. Access may be for a variety of reasons, for example: cataloging or purchasing of books, checking work-related e-mail messages or to assist students doing research. It is important to remember that staff workstations are University property provided for work use only and are not to be considered personal property. Inappropriate use of staff workstations can render workstation equipment damaged or inoperable, thereby reducing staff productivity, and can potentially increase liability risks for the Library and the University.

With these issues in mind, all Library staff should observe the following:

Secure Computing

Staff should make every effort to adhere to all secure computing practices outlined on the ITS Secure Computing page at:

Software Installation or Modifications

Installation, removal or alteration of any software, hardware, or system settings on the computers is prohibited unless you have been directed to do so by your departmental Expert User or W&TS Staff.  If you wish to have non-standard software installed on your workstation, please submit a service request to W&TS at:

Note that W&TS staff periodically scan Library workstations for unauthorized software installations.  Maintaining the integrity of staff workstations may require immediate access to a staff workstation by a W&TS staff member or local distributed support provider.

Prohibited Web Sites

Web sites for online games, gambling, and adult content are strictly prohibited.

University’s Information Technology Appropriate Use Policy

All staff are required to adhere to the University’s Information Technology Appropriate Use Policy (Policy 1607), which describes other prohibited activities. You can view the policy at: Specific note should be taken of the following Specific Proscriptions on Use sections:

Harassing or threatening use. This category includes, for example, display of offensive, sexual material in the workplace.

Use in violation of University policy. Use in violation of other University policies also violates this Appropriate Use Policy. Relevant University policies include, but are not limited to, those regarding sexual harassment and racial and ethnic harassment, as well as University, departmental, and work-unit policies and guidelines regarding incidental personal use of IT Systems.

Personal Account Responsibility. Users are responsible for maintaining the security of their own IT Systems accounts and passwords and may not share passwords without the authorization of the System Administrator.

Condition of University Access. There may be times where the University needs to gain access to a workstation without prior consent, the ‘Condition of University Access’ policy is outlined in section 1607.2 of the University’s Information Technology Appropriate Use Policy at:

Please be aware that violations of library or university computer policies may result in disciplinary action up to and including termination. 

Public Workstations

Public workstations are located throughout the Yale University Library system. Many of these public clusters are managed by the Academic Computing Services group in ITS. Please contact the ITS Service Desk at 2-9000 to report issues with these systems.

Appendix A: Current Staff System Specifications

Contact Workstation and Technology Services for current prices.
(updated July 22, 2014)

Workstation: Lenovo ThinkCentre M93p SFF

3.2GHz Intel Core i5 4570
Intel HD Graphics 4600
500GB Hard Drive

Monitor: Lenovo 22" LT2223P Full HD LED-LCD Monitor, Black

Mainstream Laptop: Lenovo Thinkpad T440p

2.7GHz Intel Core i7 4800MQ
500GB Hard Drive
14in 1366 x 768 Display
Intel HD Graphics 4600
Gigabit Ethernet
Bluetooth 4.0
IEEE 802.11ac, IEEE 802.11b, IEEE 802.11g, IEEE 802.11n
7.4 hours battery life
4.7 lbs.

Mainstream Laptop: Lenovo Thinkpad X240

2.1GHz Intel Core i7 4800MQ
256GB Hard Drive
No Optical Drive
12.5in 1366 x 768 Display
Intel HD Graphics 4400
Gigabit Ethernet
Bluetooth 4.0
IEEE 802.11a, IEEE 802.11b, IEEE 802.11g, IEEE 802.11n
8.7 hours battery life
3.1 lbs.

Appendix B: Standard Staff Workstation Operating System and Software
(updated March 3, 2014)

  1. Operating System: Windows 7 Enterprise (64-bit) Service Pack 1
  2. Software:
  • Adobe Acrobate X Pro
  • Aeon
  • Archivists Toolkit 2.0
  • Ares
  • Cisco AnyConnect
  • Catalogers Toolkit
  • EndNote (X5 and X6)
  • Google Chrome
  • Identity Finder 5
  • ILLiad
  • Internet Explorer (32 and 64 bit)
  • iTunes
  • Java
  • Macro Express3
  • MarcEdit 5.0
  • Microsoft Office (2007 and 2010)
  • Mozilla Firefox
  • OCLC Connexion Client 2.40
  • Oracle Client
  • PuTTY
  • QuickTime
  • Real Time Player
  • Roxio
  • Safari
  • SSH Communications Security
  • Symantec Antivirus
  • Tivoli Storage Manager
  • Voyager Client
  • Voyager Spine Label
  • VMware
  • Windows Media Player
  • Windows Virtual PC
  • Zotero Standalone
Last modified: 
Thursday, December 18, 2014 - 4:23pm