Research Computing Facilities Chargeback Policies

Research projects contribute to the Facilties Chargeback Fund to support their use of the computing facilities.

• Computer Systems Lab Documentation
  • 4 Computer Systems Lab Policies
    • 4.2 Research Computing Facilities Chargeback Policies
      • 4.2.1 Chargeback System and Fee Structure
      • 4.2.2 User Fees
      • 4.2.3 Computer Fees
      • 4.2.4 Chargeback fees for fellows

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4.2.1 Chargeback System and Fee Structure

• Charges are separated into per user and per computer fees.
• All charges are semi-annual, and must be paid from UW funds.

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4.2.2 User Fees

The following user fee catagories have been established:

User Class	Description	Charge
Regular User	This includes: file service, including backups and restores printing accounts on department general access computers accounts on other computers at the request of the sponsor of that computer access to other facilities and resources designated by the department "help desk" functions	$650
Courtesy Accounts	Courtesy accounts are minimal use accounts requested by faculty or staff for off-site colleagues. Courtesy accounts must use resources provided by the sponsor (such as local disk space, or project disk space on the AFS servers).	$0

• The per-user charge is not a fee for specific services, but covering the basic costs of the facility -- the infrastructure and staff.
• The definition of user is unchanged. Chargeback users include Professors, Visiting Professors, Research Assistants, research staff, Fellows, project-hired secretarial staff, and undergraduate students working for research projects. Limited free courtesy accounts are allowed for users who make negligible demands on resources (e.g., external collaborators). People who use significant resources should pay the facilities chargeback in order to (a) be fair and (b) stand up to audits.
• Additional user classes can be established via discussion with the Computing Facilities Committee, subject to the approval of the faculty.

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4.2.3 Computer Fees

The following computer fee catagories have been established:

Service	Class
	Regular	Minimal
Charge (semi-annual)	$200	$100
Network connection	yes	yes
Inventory service	yes	yes
Hardware trouble-shooting	yes	minimal
Hardware installation	yes	minimal
Hardware repair	yes	parts cost
Replacement/loaner parts	yes	no
Software installation	yes	no
Software use and support	yes	no
backups	OS Dependent	no
Capital Exercise trade-in eligible	yes	maybe

Hardware Service Examples:

Regular service:

undetermined hardware problem: the Systems Lab will identify the problem, and provide and install replacement/loaner parts as soon as possible. Lab-supported software will be reinstalled and user data files restored (depending on the operating system and circumstances).

Minimal service:

undetermined hardware problem: the Systems Lab will do minimal work to identify the problem. The lab will handle warranty returns/replacements/installation. Non-warranty parts will be ordered for the user (at their expense), and installed upon arrival.

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4.2.4 Chargeback fees for fellows

The Computer Sciences Faculty has adopted the following policy regarding the Facilities Chargeback fee and graduate students with fellowships:

[insert missing text here] ...

Chargeback for 2nd-year+ fellowship students who are working with a faculty member should be paid by that faculty member. Exceptions are granted at the discretion of the Department Chair. Reasons for such exceptions include:

1. The faculty member has no funds.
2. The faculty member's only funds are from a grant that is for research unrelated to the work being done by the student.

The intention is that requests for exemptions should be very rare. If this turns out not to be the case, the policy will be re-evaluated.

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