IT&S Policies

Information Technology & Systems Policies

IT&S have a number of policies which can be viewed below.

Acceptable Use Policy (AUP)

IT Acceptable Use Policy

Green Initiatives

‌The University is developing a number of programmes to reduce the environmental impact of our IT use. We also work closely with the INSPIRE Project to help create a sustainable future.

Green IT initiatives at the University include:

  • The introduction of SCCM as a power management system across all University PCs (including libraries and computer rooms). This means that University PCs shut down after a defined period of inactivity, reducing their energy usage
  • The UWTSD capital computer replacement programme has been extended from a three year to a five year cycle. Computers replaced under this scheme are used in Schools to further extend their lifespan
  • Information Tecnology & Systems procurement strategy which ensures that suppliers provide low power demand equipment and that they reduce and recycling of all waste packaging
  • Allowing more access for staff who are working from home via Citrix and other services.
  • Printers and photocopiers across campuses have been (or will be shortly) replaced by energy efficient multi-function devices (MFDs). Default printing is set to print double-sided to save paper
  • Continuation to virtualise of over 100 physical servers into a single SAN infrastructure to reduce power consumption
  • Server room refurbishments to provide more efficient air cooling and temperature control
  • Use of iPads for meetings rather than using printed copies for attendees

Top Tips

Switch off

  • Set your computer to go to sleep automatically when you are not using it
  • Turn off your PC and monitor when you leave
  • Use intelligent extension sockets, which automatically switch off everything when you switch off your PC
  • Find other ways of working without leaving your PC on overnight and at weekends

Reduce printing

  • Avoid printing and photocopying by posting electronic copies of employee manuals, safety documents and other shared material
  • Get rid of your personal printer before it is eventually removed as other better options (MFDs) are available for staff
  • Print on both sides of the paper (duplex) and in greyscale when possible
  • Recycle old documents or reusing them for faxes, scrap paper, or drafts

Be energy efficient

  • Save energy by using laptops instead of desktop PCs. A laptop, docking station and 22" monitor uses around 25W less when being actively used, and 5W less when inactive, than a PC and 22" monitor.
  • Only one device for each member of staff
  • Use of power efficient computers and monitors
  • Use the excellent video conferencing facilities and Lync to reduce the need to travel
Disposal of IT Equipment (WEEE)

The University has a policy of disposing of redundant IT equipment which is covered by several areas of legislation, mainly:

  • Waste Electrical and Electronic Equipment (WEEE) Regulations – covers the disposal of both useable and unusable equipment. Under this legislation:
    • as electrical equipment is classed as hazardous waste, its disposal has to be handled by licensed contractors
    • we retain legal responsibility for donated equipment unless we release it to licensed organisations who can take on these responsibilities
  • Data Protection Act – we have to ensure that data does not leave the University
  • Copyright Legislation – we have to ensure that we do not illegally pass ownership of copyright materials to third parties.

To arrange disposal of IT Equipment please follow the below steps:

  1. Log a call to request removal of IT equipment
  2. Service Desk attends to view kit to confirm it is to be recycled
  3. Equipment is disposed of securely and data destruction certificates are provided.
  4. IT inventory system is updated
Print Credit Refunds

Refund Criteria

Refund requests will only be considered for students who meet all of the following criteria:

  • The students print credit balance must be equal to or greater than £10. If the student print credit is below this amount the refund will not be approved.
  • Refund requests will only be considered for students that are in their final year of study or who have completed their course.
  • Refund requests will only be considered between 1st July – 31st August each year.
  • Students requesting a refund must not have any financial blocks against their UWTSD student account.
  • Students can only make one refund request per academic year.

Refund Process

If you meet all of the above criteria, you can request a refund by following the below steps:

  • Create an IT Service Desk ticket
    •  Visit: https://webhelp.uwtsd.ac.uk
    • Select the request type “User Computing Environment” followed by “Print Credit Refund Request”.
  • The following information must be included when the ticket is created;
    • Name of Course Completed
    • Contact Telephone Number
    • Bank Account Sort Code
    • Bank Account Number
  • IT Service desk will confirm the print balance and attach a balance report to the IT Service Desk Ticket.
  • IT Service Desk will then deduct the requested refund amount from your print credit balance.
  • Confirmation will be emailed to both the student and finance@uwtsd.ac.uk who will automatically process the approved request.
  • The student is responsible to liaise directly with Finance to confirm when their refund will be processed.
  • The University reserves the right to refuse any refund request.

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