Body
Unit Policy
Title
Department of Emergency Medicine: Policy on Faculty Computer Replacement and Allocation
Introduction
Purpose
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To ensure that faculty have necessary computer equipment to effectively perform their work.
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To ensure that computers purchased by Emergency Medicine are replaced on an equitable and regularly scheduled basis.
Scope
This policy pertains to all Emergency Medicine computers purchased with clinical funds for use by faculty. Unless a computer is specifically listed in the fellowship budget, computers for use by fellows (GME and non-GME) are excluded from this policy. Computers that have been purchased from research funds for specific research functions are not eligible to be replaced under this policy but must follow the appropriate UNC IT security protocols.
Policy
Policy Statement
- Permanent faculty physicians with primary appointments in Emergency Medicine are eligible to receive allocated computers under this policy.
- Eligible faculty will be furnished with one computer, either a desktop or a laptop based on need and job function. Faculty/staff currently using multiple computers will be phased into a replacement plan resulting in the assignment of one individual desktop or laptop per person. Exceptions will be reviewed and approved by the Chair. Faculty may select a laptop rather than a desktop computer with the following criteria:
- The laptop is considered a replacement of the desktop computer, not a supplement.
- The laptop must meet minimum system security requirements as identified by the UNC IT offices to include password protection and encryption
- The intent of this policy is to replace 25% of the computers in the program annually. The actual number of computers replaced annually will depend on the availability of funds allocated for computer replacement. Computers in use that do not meet the minimum specifications for support by the UNC IT offices will be priority candidates for replacement.
- The maximum cost per computer (system) will be $2,400 and will be adjusted periodically through the update of this policy. If computers used for specific job functions, such as advanced analytics and reporting, require funds in excess of $2,400, such requests must be approved by the Chair. Faculty may also utilize unused annual CME funds to subsidize computer costs.
- When a faculty member assigned an Emergency Medicine-purchased computer leaves the Department or no longer uses the allocated computer, the computer must be returned to Emergency Medicine for reassignment. Computers must be returned by faculty members at the time of termination. By UNC policy University computers remain the property of the University.
- Emergency Medicine will maintain a list of Emergency Medicine-purchased computers and will identify computers for annual replacement.
- Computers that are identified has having no useful value to Emergency Medicine will be disposed of by following UNC computer disposal procedures.
- Computers lost, stolen, or broken will be replaced only one time per faculty member during each four-year cycle. Replacement cost within this timeframe will be shared equally by the department and the faculty member. Subsequent instances of computers lost or stolen within this timeframe will be replaced solely at the expense of the faculty member assigned the computer.
- Faculty members are responsible for the security and the condition of computers at all times on and off campus. Failure to properly secure a computer containing PHI may expose the faculty member to considerable personal liability in accordance with University policy.
Contact Information
Primary Contact
Name: Franklin Farmer, DBA, MBA – Associate Chair for Administration
Telephone: 919-937-3757
Email: Franklin.Farmer@unchealth.unc.edu
Other Contact
Name: Jane H. Brice, MD, MPH – Professor and Department Chair
Email: Jane_Brice@med.unc.edu