Front Entrance of UofSC Aiken

AIT 110

Policies and Procedures

Number: AIT 110
Subject::  Information Technology Resource Moves and Checkouts
Date:     June 9, 2010
Revised: October 26, 2012
Authorized by: Vice Chancellor for Information Technology/CIO
Issued by: Vice Chancellor for Information Technology/CIO



In an effort to maintain an accurate information technology resource inventory, this policy provides guidelines for moving IT resources within campus boundaries or off-campus for short term events, long term events, office moves or temporary assignments. This policy includes the CSD checkout laptops.

A. This policy applies to the checking out of unassigned USCA IT resources for off-campus use and for taking individually assigned USC Aiken IT resources off-campus.

B. All requests for IT resources for longer than 14 days must be approved by the requestor’s supervisor and by the CSD Director of Communications and Hardware. The requestor must also complete a Computer Equipment Checkout Form and that form must include a clear justification supporting the university mission.

C. Relocation of assigned or unassigned IT resources must be coordinated by the appropriate department head, department chair or dean and the CSD Director of Communications and Hardware.

D. Checkout laptops will be assigned on a first come, first served basis.

E. All software installations, deletions or modifications on checkout computers must be performed by CSD staff. The request for software installations, deletions or modifications must be made at least two weeks in advance and a legal copy of the software must be provided, if necessary. The requestor is responsible for backing up and removing his/her own files prior to returning the laptop. The requestor will not delete or modify essential files (files that allow basic load programs to function).

F. The requestor will not remove sensitive personal unencrypted data off campus as described in USC system policy IT 3.00.

G. Definitions

1. CSD in this document is an acronym for Computer Services Division.

2. The phrase " information technology resources" includes University owned, operated or maintained: workstations, servers, printers, telephones, switches, routers, wiring and hubs; wireless and cellular components; mobile devices such as smart phones, tablets, laptops and other portable computing devices; or any University owned, operated or maintained technology, software, components or devices that store, process or transmit information or data.

3. Long-term refers to any checkout period longer than 14 days.


A. The requestor is responsible for picking up the equipment and must complete the CSD Laptop Checkout Form for checkouts of longer than 14 days. In the event the requestor is unable to pick up the equipment, another individual may be assigned to do so. The requestor assumes responsibility up to the current value of the computer if the unit is damaged (beyond normal wear and tear), stolen, lost, or misused.