How to On-Board and Off-Board Computer Equipment to and from VUIT

Purpose

The purpose of this article is to define the process for on-boarding or off-boarding computer equipment (desktops, laptops, tablets, monitors, peripherals, printers, etc.) not purchased by Vanderbilt University. 

Target Audience

  • Vanderbilt University Community

    • Faculty and Staff

    • Undergraduate Students

    • Graduate and Professional Students

  • VUIT Internal Knowledge

Description

The following steps are VUIT’s process for handling the on-boarding or off-boarding computer equipment. 

Resolution or Procedure Steps

  1. Gather information on the device(s) you need to on-board or off-board.

    • This includes the make/model, serial number/asset tag, and any other identifying information. 

  2. For on-boarding or off-boarded, submit a Service Request and include the following details: 

    • Device information (make/model, serial number, asset tag, computer name, etc.) 

    • Operating System (OS) information

    • Reason for for the on-board/off-board

    • Any specific instructions or considerations 

    • Your availability to schedule a technician's visit

  3. For devices being off-boarded and decommissioned, please submit a Decommission Service Request.

When submitting the request, please provide the information to the best of your availability. A technician will assist with identifying missing information. The technician will reach out to schedule a time to either on-board or off-board the device(s). Please ensure that the data on the device(s) is backed up before the process. VUIT will not be responsible for the loss of data on devices that have not been commissioned by Vanderbilt University. Review Bring-Your-Own-Device (BYOD) Policy for more information. Devices that are running Operating System (OS) versions that are out-of-date will not be on-boarded until they are patched to current OS versions. If the device(s) cannot patch to a current OS version, VUIT will not be able to move forward with on-boarding.

Additional Information

Review VUIT's Bring-Your-Own-Device (BYOD) Policy before submitting the request. This will provide a deeper understanding of what is required by the policy.

References

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