Proposal

Introduction

Proposal ID 2015-067
Submitted April 21, 2015
Owner ClassroomTechnology
Department Classroom Support Services
Category Portable
Funding Status Fully Funded
Metric Score 4.06

Contacts

Primary
  • Name
  • Title
  • Email
  • Phone
  • Mailbox
  • Patrick Roberts
  • Associate Director
  • patrickr@uw.edu
  • 206.543.9917
  • Box : 353095
Budget
  • Name
  • Title
  • Email
  • Phone
  • Mailbox
  • Bill Ferris
  • Chief Financial Officer
  • bferris@uw.edu
  • 206.543.9004
  • Box: 354844
Dean
  • Name
  • Title
  • Email
  • Phone
  • Mailbox
  • Kelli Trosvig
  • Vice President and Chief Information Officer
  • kelli@uw.edu
  • 206.616.0114
  • Box: 354844

Descriptions

Abstract

Classroom Technology and Events is committed to the continued successful operation of the STF/SAF Technology Loan Program as it has since 2002. The students at the University of Washington are in need of many different kinds of technology to support their vast educational demands. Most students do not have the resources available to purchase or rent such items, so they require free access to the technology that will assist in building their education. Classroom Technology & Events has a program (STF/SAF Technology Loan Program) that loans technology to any UW Seattle student, including graduate and professional students, for free. The two current locations where UW students may borrow equipment are only open Monday through Friday, 8:00 am to 5:00 pm. This request in cooperation with the HUB Resource Center and the Services & Activities Fee Committee will expand the service from an additional office in the Husky Union Building. Opening an office in the HUB would allow our program to have longer hours during the week and add hours during the weekend for students who couldn't make our normal hours. Students will have the opportunity to have a same day, 5 business-day checkout program for last minute emergency needs. Many of the items we are requesting are those most commonly requested by students. These include: Dell laptops, Apple MacBooks, Digital SLR cameras and iPads. If demand at the HUB warrants, existing equipment from both the Kane and Health Sciences locations will be used to supplement the new office until sufficient equipment has been obtained to supply the new HUB office.

Category Justification

This proposal is submitted in the new Portable category. This proposal is identical in nature to our previous proposal (Loan Program 2014-051-1) that was given as an example in the Collaborative and Portable section and the recently funded Portable award 215-059. This program's sole function is the free loan of technology to all UW Seattle students. The program is managed by students and this request is generated through student requests as to what types of equipment they want to borrow.

Background

Since 2002, Classroom Technology & Events (formerly Classroom Support Services) has operated a highly popular free equipment loan program. It became so popular that Classroom Services helped open a second office in the Health Sciences Building in Autumn of 2005. Currently, our program loans out a vast array of technology but one of our most suggested improvements to the program is to extend the office hours of the program as some students have difficulty accessing us due to their work or class schedules. By opening an additional office in the HUB, we would not only be able to extend our business hours to 8:00 pm, but we'd also be able to operate on Saturdays. This would allow many more students to have access to our program, and additionally make it more convenient for students currently using the program.

Since office space in the HUB is limited, we would only want to be servicing our most popular equipment. At the current offices, our laptops, DSLR cameras, and iPads, are often booked out. By purchasing an additional stock of each of these equipment types, we would be able to fill our HUB office with equipment that students need the most, allowing us to serve a greater number of students. We would also include some of our current equipment in the new office, such as our projectors and projector screens so that students could pick up this equipment outside of our current office hours.

Benefits to Students and the University

Our program gives students access to equipment they would not have otherwise. We provide laptops with multiple types of software as well as the ability to download software that we do not provide. Additionally, all of our equipment is allowed to be checked out for any purpose whether it be academic related or for personal use. With the aid of our equipment, we are helping the students to go above and beyond their in-classroom learning. One student said, "the cameras I am able to check out are significantly beyond my budget as a student; nevertheless, I am able to use them both as part of my coursework as well as for personal use, thereby greatly increasing the value of being a student here at UW." The same-day program that we implemented also accommodates for the unique paths that may not be so predictable. By providing students with equipment on short notice we are able to accommodate the emergencies and surprises that occur.

Our equipment gives students the ability to try out equipment that they might not otherwise have access too. All UW students can check out equipment to get an idea of whether they may want to purchase the equipment. Essentially, it gives them a chance to try equipment out before spending a lot of money on equipment they may or may not want or need. Furthermore, we have a wide range of levels of types of equipment. For example, we have easy to use camcorders as well as professional camcorders. This gives students the ability to grow within our program and experiment with equipment they may not be able to afford or only wish to try out.

Our program provides students with the opportunity to use equipment to aid and enhance their education. We broaden the communication between students, peers, and the community at large through giving students laptops with the ability to email, Skype, gchat and more. Also, we give students the ability to express themselves through art and projects with our photography equipment, projectors and video cameras. One student said, "UW STF was generous enough to let me was borrow a SLR and voice recorder...Many of my works have been featured at film festivals and even the New York Times". Our equipment allows all UW students to have an equal opportunity to utilize technology that should be available to students and removes any obstructions caused by lack of funds and/or technology by providing high quality equipment for free.

Our technology gives students the chance to record their work and to be able to show their progress locally and internationally. Using our equipment, they can keep track of their progress and look back and see their growth through college. Also, our equipment can be used for a variety of events such as interviews for post-graduate schools or jobs, study abroad, and projects both in and outside of school. A student said, "I have had to conduct interviews for a couple of classes and the voice recorder was invaluable to me. I had no other way to record the interviews." All of these activities advance the total learning and personal growth of each individual student.

It is now impossible for a student to complete his or her chosen degree via their unique learning path without the use of some form of technology, be it a laptop computer, data projector, video or still camera, sound system, and/or a voice recorder. By using our web-based reservation system, UW Seattle students can easily reserve these items any time of day and even pick up equipment if they need it that same day. Since we place no restrictions on their use of equipment, students can use these items in formal or informal settings as well as personal or group projects and events without having to spend money. Also, with the same-day loan program, students can obtain needed equipment at the last minute.

Departmental Endorsements

CT&E Director Roberta Hopkins states that "the value of this program to students is undeniable and having an office in the HUB where students congregate is an excellent way to expand the program and serve more students."

========================

Dear STF Committee:
I enthusiastically support the proposal entitled “Equipment Refresh for Student Technology Loaner Program” submitted by Classroom Technology and Events (CTE) of UW-IT. Like all units within UW-IT Academic Services, CTE is charged with enhancing teaching and learning at the UW. The student equipment loaner program enhances student learning by making technology accessible to all students, including modern laptops and tablets that make up a central part of this proposal. In addition, students have made significant use of video technology such as the digital cameras that are also a part of this proposal. CTE have been exceptional stewards of this program in the past, and I look forward to working with them as we continue to provide students with cost-free access to new and highly-requested technologies. It is my pleasure to support this proposal.
Best,
Philip Reid
Assoc. Vice Provost, UW-IT Academic Services
Professor of Chemistry

Installation Timeline

Upon award of the grant, we will purchase the equipment and loan it out to students shortly after the equipment is received. Because this new office will require some construction and delivery of shelving and a workbench, funded by the Services & Activities Fee Committee, the program will be operational at the latest by the start of Autumn Quarter 2015. If funding is approved by S&AF and items received we may open by B Term of Summer 2015.

Resources Provided by Department

Classroom Technology & Events (CT&E) spent last year an additional >$12,000 in shared costs for program equipment that are not covered by the STF or SAF Committees in supplies and operations, not including CTE staff salaries and fringe benefits for their support of the Program.
CT&E also maintains and programs the web reservation system servers allocated for STF services and database support, offers technical support and provides basic resources such as: printing, office supplies, telephones, business cards, and xerographic copies. These services will expand to support the new office in the HUB Resource Center. Even though these hours will be outside our normal office hours, CT&E has permanent technical staff that will be able to support these extended hours.
The Microsoft Campus Access Agreement, which covers the latest version of both Windows and Office programs, is only possible due to the funding provided by CT&E.

Access Restrictions (if any)

This program has no restrictions other than that the student must be currently enrolled at the UW Seattle campus and pay the current STF fees. The web-based reservations are on a first-come, first-served basis. In addition, if students have a unique request (such as study abroad, interim check-outs, projects) they can contact our help desk and request special assistance. Due to increased demand on our program, we have restricted the use of our same day program, so students are only allowed to use it twice per quarter. However, this does not restrict them from using our normal reservation based system as many times as they would like.

Student Endorsements

"The HUB would is much more central, so it'd be a much more convenient location for students using STF. The building is open for longer hours and it'd definitely be easier for me to pick up equipment at later times as I have classes until 5:20."
-Student Quote

"I check out laptops from STF because all of my classes have online coursework that I need to complete. The quality of the laptops that STF provides is great, however, I work from 8:00 to 5:00 on most days so it's really hard for me to pick up the equipment sometimes which makes it difficult to complete my work on time."
-Student Quote

“STF has helped provided me with projectors and projector screens in the past. I have used this equipment in my fraternity to have movie nights and play music videos off. The free equipment has made it easy to bring brothers together through events, as well as give me an opportunity to use different equipment I would not be able to use without the program.”
- Student Quote

The STF program has made my life here at UW so much easier. We live in a technological world, and often times school requires technology that I do not own. STF is always able to provide. For instance, I was able to rent a PC from STF for a month in order to finish my final mechanical engineering project. STF is truly supportive of students and their needs, and ensures that they have the equipment they need to succeed.”
- Student Quote

“"Being able to check out expensive equipment from STF has helped me succeed in my classes. By checking out DSLR cameras multiple times throughout the quarter, I was able to improve my photography skills which eventually helped me get into my major."
-Student Quote

“The STF Technology Loan Program over the past years has provided the availability of various pieces of equipment that has helped me throughout my time at UW. From projectors, laptops, DSLR cameras, and even speakers the program has enriched not only my education but also my personal life. I have been able to checkout equipment that has been used with friends and family which in itself has helped us grow closer. I fully support STF with the new proposal as they work on expanding the program in order to fully support incoming students on their new endeavors here at UW”
- Student Quote

“STF is a program that’s helped me out immensely while at UW. I do video production work now for UW, and before I knew much about it, it was hard to afford all the different necessary tools. STF let me check out different cameras and equipment and get used to video production, and the skills I learned from that helped me get the job I have today, as well as enabling me to make great video content for class presentations and club events”
- Student Quote

Items

Group Funded Item Unit price Quantity Subtotal
High Priority

Dell Windows Laptops

$1,525.96 18 $27,467.28
Description

Dell Latitude 14 5000 Series Ultrabook (E5440)
Dell.com

Justification

Specifications:
- 4th gen Intel® Core™ i5-4310U Processor (2.0GHz, 3M cache)
- Windows 8.1 64-bit English
- 14.0in HD+ (1600x900) Anti-Glare WLED-backlit, WiGig capable
- 8GB (2x4GB) 1600MHz DDR3L Memory
- 256GB Mobility Solid State Drive
- 4 Year ProSupport Plus with Next Business Day Onsite Service
- 3.43 lbs

Price breakdown:
- Dell Latitude E5440 ($1504.58 Dell)
- Sumdex Fashion Place Compufolio ($19.99 eBags)
- Ethernet cable ($1.39 Monoprice)

We have had great success with previous models of the Dell Latitude business laptop line. We are currently deploying Windows 7 on our machines, and we anticipate Windows 10 to be deployed by the end of the laptop’s life. Both of these operating systems are touch-heavy and we need to anticipate these needs. We listen to the needs of our students and the most frequent request is for faster and lighter Windows laptops. As laptops will need be in service for a minimum of four years, this model will need to be adequate for heavy usage through at least 2019. Given our experience with the Latitude line, we are confident that the laptops will withstand the rigors of our program, coupled with the excellent support we receive from Dell.

Apple Macbook Pro Laptops

$1,773.99 18 $31,931.82
Description

Description
-Apple MacBook Pro 13-inch
-Apple.com/edu/uw

Justification

Specifications:
- 2.7GHz Dual-core Intel Core i5, Turbo Boost up to 3.1GHz
- 8GB 1866MHz LPDDR3 SDRAM
- 256GB PCIe-based Flash Storage
- Intel Iris Graphics 6100
- Force Touch trackpad

Price breakdown:
- 13-inch MacBook Pro ($1499 apple.com)
- iPad AppleCare+ for iPad ($249 apple.com)
- Samsonite Laptop Case ($25.99 ebags.com)

Apple Macbook Pro laptops are our most popular items by number of rental days. We currently have Macbook Pros with model years 2010, 2011, mid-2012, and 2014. The laptops are able to withstand the rigors of our rental program and our imaging system. These newest Macbooks will alleviate the booking strains on our system for Macbooks. Additionally, the new laptops would be covered by AppleCare so that if the equipment were to incur any damage we could have them repaired by Apple.

Many students use our 'same-day' loan program from Macbooks meaning that they can check out laptops without making a reservation. This program is great for students in emergency situations that need access to a computer. The program is currently only implemented at our office in the Health Sciences Building, but we plan on implementing this same program for the new HUB office.

Medium Priority

Digital SLR Cameras

$937.88 19 $17,819.72
Description

Canon EOS Rebel T5i DSLR Camera with EF-S 18-135mm f/3.5-5.6 IS STM Lens
bhphotovideo.com

Justification

Specifications:
- 18.0MP APS-C CMOS Sensor
- Full HD Movie Mode with Continuous AF
- ISO 100-12800, Expandable to 25600
- 9-Point All Cross-Type AF System
- EF-S 18-135mm f/3.5-5.6 IS STM Lens

Price Breakdown:
- Canon EOS Rebel T5i DSLR Camera with EF-S 18-135mm f/3.5-5.6 IS STM Lens ($899.00 B&H)
- Case Logic SLR Camera Holster ($26.99 ebags)
- Tiffen 67mm UV Protector Filter ($11.89 B&H)

The Canon Rebel camera package continues to be one of the most popular equipment checkouts in this program. Since this proposal's purpose is to stock a new office located in the Husky Union Building (HUB) we are focusing on obtaining a larger amount of equipment, rather than purchasing a smaller number of higher-end cameras. The Rebel line offers high-quality and ease-of-use, suitable for students new to photography.

Based on booking data, we have found the partial kits to be our most popular configuration of DSLR rental packages. These come with only the DSLR body and kit lens, which are less expensive and easier to carry than our full kits. We are requesting 20 partial kits for 2015.

Apple iPad Tablet Computers

$697.94 20 $13,958.80
Description

-Apple iPad Air 2 Wi-Fi 16GB
-Apple.com/edu/uw

Justification

Specifications:
- A8X chip with 64-bit architecture with M8 motion co-processor
- Retina Display
- Wi-Fi (802.11a/b/g/n/ac) and Bluetooth
- 27.3-watt-hour rechargeable lithium-polymer battery
Price breakdown:
- iPad Air 2 Wi-Fi 16GB ($499 apple.com)
- iPad AppleCare+ for iPad ($99 apple.com)
- Logitech Ultrathin Keyboard ($74.95)
- STM Bags Jacket ($24.99 eBags)
- Tax ($67)

Apple iPad tablets are one of the most popular items in our equipment pool. Adding more tablets to our pool last year helped alleviate their bookings, however they are still checked out almost 2 weeks in advanced. We would also like to purchase these to provide a student with a method to read e-books and pdf documents. It is quite often that e-books or pdf documents will be a substitute textbook for classes on the UW campus. Students can read PDF\'s for class as well as access the internet for email, schedules and websites. Additionally, medical students can access medical records (the iPad is becoming an integral part of the medical field). There are over 30 business and presentations apps for the iPad. Also with this loan program students will be able to evaluate whether this device is something they should purchase for themselves without having to buy, rent or borrow from a friend.

Taxes

$8,753.05 1 $8,753.05
Description

Taxes associated with the equipment we are requesting.

Justification

Total requested: $99,930.67

Total funded: $99,930.67

Group Funded Item Change in Unit price Change in Quantity Change in Subtotal
High Priority

Apple Macbook Pro Laptops

$0.00 2 $0.00
Description

-Apple MacBook Pro 13-inch
-Apple.com/edu/uw

Specifications:
- 2.7GHz Dual-core Intel Core i5, Turbo Boost up to 3.1GHz
- 8GB 1866MHz LPDDR3 SDRAM
- 256GB PCIe-based Flash Storage
- Intel Iris Graphics 6100
- Force Touch trackpad

Justification

The price of the Apple Macbook Pro 13-inch has decreased $150 with price drops and educational discounts.

By purchasing two additional Macbook Pros, we can maximize the access of equipment for student and still stay within the original proposed budget.

Dell Windows Laptops

$0.00 2 $0.00
Description

Specifications:
- 4th gen Intel® Core™ i5-4310U Processor (2.0GHz, 3M cache)
- Windows 8.1 64-bit English
- 14.0in HD+ (1600x900) Anti-Glare WLED-backlit, WiGig capable
- 8GB (2x4GB) 1600MHz DDR3L Memory
- 256GB Mobility Solid State Drive
- 4 Year ProSupport Plus with Next Business Day Onsite Service
- 3.43 lbs

Justification

This is the same computer that was approved to be purchased for the HUB STF Technology Loan Program. With the educational discounts and general lowering of prices, we have an excess of funds and would like to purchase 2 additional laptops to add to our supply.

Supplemental request: $0.00

Deicision: Funded

Group Funded Item Unit price Quantity Subtotal
High Priority

Dell Windows Laptops

$1,525.96 18 $27,467.28
Description

Dell Latitude 14 5000 Series Ultrabook (E5440)
Dell.com

Justification

Specifications:
- 4th gen Intel® Core™ i5-4310U Processor (2.0GHz, 3M cache)
- Windows 8.1 64-bit English
- 14.0in HD+ (1600x900) Anti-Glare WLED-backlit, WiGig capable
- 8GB (2x4GB) 1600MHz DDR3L Memory
- 256GB Mobility Solid State Drive
- 4 Year ProSupport Plus with Next Business Day Onsite Service
- 3.43 lbs

Price breakdown:
- Dell Latitude E5440 ($1504.58 Dell)
- Sumdex Fashion Place Compufolio ($19.99 eBags)
- Ethernet cable ($1.39 Monoprice)

We have had great success with previous models of the Dell Latitude business laptop line. We are currently deploying Windows 7 on our machines, and we anticipate Windows 10 to be deployed by the end of the laptop’s life. Both of these operating systems are touch-heavy and we need to anticipate these needs. We listen to the needs of our students and the most frequent request is for faster and lighter Windows laptops. As laptops will need be in service for a minimum of four years, this model will need to be adequate for heavy usage through at least 2019. Given our experience with the Latitude line, we are confident that the laptops will withstand the rigors of our program, coupled with the excellent support we receive from Dell.

Apple Macbook Pro Laptops

$1,773.99 18 $31,931.82
Description

Description
-Apple MacBook Pro 13-inch
-Apple.com/edu/uw

Justification

Specifications:
- 2.7GHz Dual-core Intel Core i5, Turbo Boost up to 3.1GHz
- 8GB 1866MHz LPDDR3 SDRAM
- 256GB PCIe-based Flash Storage
- Intel Iris Graphics 6100
- Force Touch trackpad

Price breakdown:
- 13-inch MacBook Pro ($1499 apple.com)
- iPad AppleCare+ for iPad ($249 apple.com)
- Samsonite Laptop Case ($25.99 ebags.com)

Apple Macbook Pro laptops are our most popular items by number of rental days. We currently have Macbook Pros with model years 2010, 2011, mid-2012, and 2014. The laptops are able to withstand the rigors of our rental program and our imaging system. These newest Macbooks will alleviate the booking strains on our system for Macbooks. Additionally, the new laptops would be covered by AppleCare so that if the equipment were to incur any damage we could have them repaired by Apple.

Many students use our 'same-day' loan program from Macbooks meaning that they can check out laptops without making a reservation. This program is great for students in emergency situations that need access to a computer. The program is currently only implemented at our office in the Health Sciences Building, but we plan on implementing this same program for the new HUB office.

Apple Macbook Pro Laptops

$0.00 2 $0.00
Description

-Apple MacBook Pro 13-inch
-Apple.com/edu/uw

Specifications:
- 2.7GHz Dual-core Intel Core i5, Turbo Boost up to 3.1GHz
- 8GB 1866MHz LPDDR3 SDRAM
- 256GB PCIe-based Flash Storage
- Intel Iris Graphics 6100
- Force Touch trackpad

Justification

The price of the Apple Macbook Pro 13-inch has decreased $150 with price drops and educational discounts.

By purchasing two additional Macbook Pros, we can maximize the access of equipment for student and still stay within the original proposed budget.

Dell Windows Laptops

$0.00 2 $0.00
Description

Specifications:
- 4th gen Intel® Core™ i5-4310U Processor (2.0GHz, 3M cache)
- Windows 8.1 64-bit English
- 14.0in HD+ (1600x900) Anti-Glare WLED-backlit, WiGig capable
- 8GB (2x4GB) 1600MHz DDR3L Memory
- 256GB Mobility Solid State Drive
- 4 Year ProSupport Plus with Next Business Day Onsite Service
- 3.43 lbs

Justification

This is the same computer that was approved to be purchased for the HUB STF Technology Loan Program. With the educational discounts and general lowering of prices, we have an excess of funds and would like to purchase 2 additional laptops to add to our supply.

Medium Priority

Digital SLR Cameras

$937.88 19 $17,819.72
Description

Canon EOS Rebel T5i DSLR Camera with EF-S 18-135mm f/3.5-5.6 IS STM Lens
bhphotovideo.com

Justification

Specifications:
- 18.0MP APS-C CMOS Sensor
- Full HD Movie Mode with Continuous AF
- ISO 100-12800, Expandable to 25600
- 9-Point All Cross-Type AF System
- EF-S 18-135mm f/3.5-5.6 IS STM Lens

Price Breakdown:
- Canon EOS Rebel T5i DSLR Camera with EF-S 18-135mm f/3.5-5.6 IS STM Lens ($899.00 B&H)
- Case Logic SLR Camera Holster ($26.99 ebags)
- Tiffen 67mm UV Protector Filter ($11.89 B&H)

The Canon Rebel camera package continues to be one of the most popular equipment checkouts in this program. Since this proposal's purpose is to stock a new office located in the Husky Union Building (HUB) we are focusing on obtaining a larger amount of equipment, rather than purchasing a smaller number of higher-end cameras. The Rebel line offers high-quality and ease-of-use, suitable for students new to photography.

Based on booking data, we have found the partial kits to be our most popular configuration of DSLR rental packages. These come with only the DSLR body and kit lens, which are less expensive and easier to carry than our full kits. We are requesting 20 partial kits for 2015.

Apple iPad Tablet Computers

$697.94 20 $13,958.80
Description

-Apple iPad Air 2 Wi-Fi 16GB
-Apple.com/edu/uw

Justification

Specifications:
- A8X chip with 64-bit architecture with M8 motion co-processor
- Retina Display
- Wi-Fi (802.11a/b/g/n/ac) and Bluetooth
- 27.3-watt-hour rechargeable lithium-polymer battery
Price breakdown:
- iPad Air 2 Wi-Fi 16GB ($499 apple.com)
- iPad AppleCare+ for iPad ($99 apple.com)
- Logitech Ultrathin Keyboard ($74.95)
- STM Bags Jacket ($24.99 eBags)
- Tax ($67)

Apple iPad tablets are one of the most popular items in our equipment pool. Adding more tablets to our pool last year helped alleviate their bookings, however they are still checked out almost 2 weeks in advanced. We would also like to purchase these to provide a student with a method to read e-books and pdf documents. It is quite often that e-books or pdf documents will be a substitute textbook for classes on the UW campus. Students can read PDF\'s for class as well as access the internet for email, schedules and websites. Additionally, medical students can access medical records (the iPad is becoming an integral part of the medical field). There are over 30 business and presentations apps for the iPad. Also with this loan program students will be able to evaluate whether this device is something they should purchase for themselves without having to buy, rent or borrow from a friend.

Taxes

$8,753.05 1 $8,753.05
Description

Taxes associated with the equipment we are requesting.

Justification

Overall total funded: $99,930.67

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