Policy for the Relocation of IT Equipment

Purpose

To ensure the integrity, security, and proper functioning of university technology assets, all relocations of IT-managed equipment must be coordinated and performed by Information Technology (GBIT) personnel.

Policy Statement

Only authorized IT staff may disconnect, transport, reconnect, or relocate desktop computers, workstations, monitors, printers, docking stations, network-connected devices, and other computer peripherals. This policy does not apply to laptops assigned to individual users, which may be transported by the assigned user.

Departments, faculty, and staff are not authorized to move IT equipment without prior approval and involvement from IT.

Department Responsibility

If a department chooses to relocate IT equipment without IT assistance:

• The department may be charged for any labor, troubleshooting, reconfiguration, or remediation services required as a result of the move.
• The department assumes full responsibility for any damage incurred during the relocation process.
• The department is financially responsible for the replacement cost of any equipment that is lost, stolen, damaged, or rendered inoperable as a result of the move.
• IT cannot guarantee the functionality, network connectivity, or proper configuration of equipment that has been moved without IT authorization.

Asset Accountability

All IT equipment is considered institutional property and must remain accurately tracked within the organization's asset management system. Unauthorized relocation of equipment may result in inaccurate inventory records, security concerns, and service disruptions.

Exceptions

Any exceptions to this policy must be approved in advance by the IT Department.