3.40.4 Private Access to Computers by Students - Handbook of University Policies and Procedures at The University of Queensland

Policy Number: 3.40.4
Contact Officer: Director, ITS &Academic Registrar
Date Approved by Senate: 29/09/2005
Date last Amended:
Date for Next Review: 29/09/2008
Related Policies: 3.20.5, 3.30.1

Overview

1. Preamble

This policy statement updates and combines previous statements on Student Access to Computers and Private Access to Computers and the Internet by Students. It reflects the inevitable growth in the use of information technology in the delivery of academic programs, along with greater access to information technology and services by students, which are referred to in those documents. The policy recognises that all students need private off-campus access to computers. In addition, graduates of this University are expected to engage effectively and appropriately with information and communication technologies. The emphasis of the policy is on private access to computers and thus much of the focus is on the expectations that the University has of its students in terms of their access to off-campus computing facilities. It should be noted that the policy is not intended to signal that the University will reduce its provision to students of computing and UQNet access on-campus, according to available resources, or that the University will downgrade its on-campus facilities.

Description

2. The Policy

2.1 As a base level expectation, the University expects its students to have private access to:

a computer with a CD-rom drive that supports basic Windows-style or Mac-style platforms, including word-processor and spreadsheet programs, and anti-virus software;
the UQNet and the Internet; and
UQ email. All students will be issued an official University of Queensland account. This email address will be used by The University of Queensland for the delivery of all official University email. (Refer to Hupp Policy 6.10.5: Email for Staff and Students)

Students are responsible for ensuring their private computer is updated with the latest system patches and the anti-virus software is kept up-to-date.

2.2 In addition, where computer access is integral to the pre-determined learning outcomes of a program, the faculty includes in prospective student information an expectation that students will have private access to:

specific hardware configurations (such as memory capacity);
portable computers; and/or
software packages.

2.3 In observing the policy, the University will:

inform students in a timely fashion of its expectations (see 3.1);
regulate the additional expectations that can be made by faculties (see 3.2);
continue to provide computing facilities on-campus (see 3.3 ); and
pursue discount arrangements with third parties on behalf of students (see 3.4 );

3. Administrative procedures

3.1 Guidelines for the provision of information to students about computing requirements

(i) The University will inform students of its base level expectation (Section 2) on off-campus access to computers by publicising its expectations:

on the University's web site;
in the University's undergraduate and postgraduate prospectuses;
in enrolment information; and
in other promotional publications

(ii) Faculties will inform students of any additional expectations (see section 3.2) by including the expectations:

on faculty, school and centre web sites;
on the University's web site;
in course outlines; and
in program specific advice supplied by the faculty

3.2 Guidelines for additional expectations of private access to computers by students

In determining any additional expectations of private access to computers by students, faculties are required to:

(a) identify additional expectations on a program by program basis;

(b) justify the expectations in terms of program goals and objectives;

(c) specify the expectations, with regard to hardware components (such as memory capacity, modem size, CD-rom speed, etc) and software packages in detail in the information supplied to students (see 3.1, above);

(d) assume responsibility for on-campus infrastructure required to support additional private access expectations of the relevant faculty (for example, plug-in or wireless facilities for portable computers); and

(e) assume responsibility for some on-campus facilities (as set out under 3.3, below).

3.3 Guidelines for on-campus facilities and equitable access

While the University expects a certain level of private access to computers (See Section 2 above), the University accepts that not all students will be able to afford to meet those expectations. The University also accepts that it has a general responsibility to provide support services to students in the area of information technology if satisfactory learning outcomes are to be achieved. Accordingly -

(i) The University will:

(a) provide access to, and maintain on-campus facilities to meet the general academic computing needs of students;
(b) fund the establishment and maintenance of a Student Help Desk to support students in their use of IT for University work;
(c) provide short courses at no charge to students on basic computer literacy relevant to the general use of computers and networks within the University, subject to demand;
(d) provide, maintain and upgrade on-campus IT infrastructure and services that afford efficient off-campus access to UQNet and that assist students with their general off-campus computing needs; and
(e) provide a base level of free dial-in access to UQNet for all students and pursue arrangements to minimise other expenses incurred by remote students in accessing the UQ network.

(ii) Faculties will-

(a) provide and maintain limited numbers of additional on-campus facilities to meet the general academic and faculty-specific computing (including software) needs of students and arrange for access to those facilities outside of normal working hours;
(b) provide students with course-specific IT training;
(c) support students in course-specific use of IT; and
(d) take responsibility for ensuring the provision of adequate facilities for postgraduate research students.

(iii) No ancillary fee charges outside of the DEEWR guidelines will be made for approved on-campus use of IT facilities required for the delivery of course material or access to the University Library.

3.4 Guidelines on discount arrangements for the private purchase of computers by students

(i)The University will attempt to negotiate discounts with third parties for students for the private purchase of computing facilities. The vendors in any negotiated discounts will be advertised to students in a timely way.

(ii) Neither the University nor its faculties will act as an agent on behalf of students to purchase or lease their own computers, nor will they normally provide loans to students for such purposes. The University will not provide any support facilities for hardware or software maintenance or for upgrades or enhancements.

3.5 Support from the Student Assistance Scheme for private purchase of computers by students

Assistance for computers will only be provided if the student establishes a genuine need for the computer in relation to their program. The student will need to stipulate in their application whether there are computers provided in their schools and whether they can access them. Loans assistance for the purchase of computers will normally be limited to the amount suggested by Information Technology Services for a basic computer that has Internet access. An application for assistance with purchase of a more highly configured computer will have to be supported by documentation provided by the school of enrolment in regard to the necessity of such configuration. Students need to provide 2 quotes for the purchase of the computer. Monies issued as loans for the purchase of a computer will be made directly payable to the computer supplier listed on the quote.