Crest for Policies 

Policy J9
Policy Name: Computer Use, Deployment, Funding, and Replacement
Responsibility for Maintenance: Information Technology

Date of most recent changes: June 19, 2015

I. Policy Statement 

Desktops, laptops, mobile devices and other computing devices purchased by the College are the property of the College and are intended for use in conducting College business. Employees are expected to use their computing devices in an ethical and responsible manner. Full time permanent employees are generally provided with an assigned computing device with standard applications and operating system. Computer models outside of the standard require justification; generally any related funding is the responsibility of the department. Requests for additional computers, especially those for approved new hires, must be identified and funded by the departments.

Adjuncts are provided access to a computer within the department. If job duties require, arrangements may be made to provide temporary employees access to a temporary computer within the department. Requests for additional computers for academic labs must be submitted by the sponsoring department and approved through the standard College budgeting process for the respective department. The College will strive to replace desktop computers for full time permanent employees and College computer labs (even if originally funded by grants; whether PC or Mac) on a cyclical basis, approximately every five years. It is the responsibility of the Chief Information Officer to develop and submit this budget.

When a permanent employee leaves the College, IT should be notified to schedule pick up of the computer. IT will assist in transferring any necessary files and will reconfigure and transfer the machine to other locations as necessary. Individual departments and personnel should not relocate computers. Any requests to move or transfer computers to other areas must be approved by the department head and coordinated with IT.

Regardless of funding source and resource requirements, all technology related purchases must be reviewed and approved by IT, including but not limited to: software, hardware, internal and external services, hosting arrangements and participation in any technology related beta or pilot program.

Academic Labs:

  • The review and approval of the Provost and Senior Vice President for Academic Affairs is required prior to the replacement of computers in academic labs. The Provost and Senior Vice President for Academic Affairs reviews usage of these computers and will determine the need for replacement. Academic Affairs will establish the process for this review, but it will presumably include consideration of pedagogical use of the lab, lab utilization, program enrollment, and competing needs in other academic programs. Thus replacement of lab computers is not guaranteed (as, for example, in underutilized labs). Any adjustments are incorporated into the Information Technology Budget.
  • Computer models outside the PC standard require justification, review and approval by the IT Department, in addition to the Provost and Senior Vice President for Academic Affairs. Any additional costs above and beyond the respective computing standard is the fiscal responsibility of the department.
  • Mobile labs require the use of laptop charging and storage carts to ensure physical security and to provide software updates.  Standards for charging/storage carts are determined by IT.
  • Mobile device physical security is the responsibility of the respective department including any associated repair or replacement cost.

Departments are responsible for budgeting for laptops and other mobile devices including replacements and upgrades. To assist departments in budget preparation, IT provides recommended specifications and pricing. The purchasing department is responsible for coordinating hardware repairs/warranty processing for laptops and mobile devices that are not purchased through the current College vendor.

Residual PCs: 

The College strives to maintain an annual budget each year for PC Replacements. When a PC is replaced, the old PC is returned to IT. These machines are disposed of by Financial Services following County procedures, typically by auction. In some cases, the “old” PC may still have some useful life in non-demanding applications. In such cases, IT may re-deploy these residual PCs at its discretion. These residual PCs will not be replaced or repaired. Appropriate software licensing would need to be purchased by the requesting department before any residual computers are redeployed as the existing licenses are generally reassigned to new computers. Approval to purchase a new computer, regardless of funding source, generally includes a commitment on the part of the College to incorporate the new computer into the IT Budget. Any exception otherwise must be documented. Computers that are purchased without IT approval are not considered part of the IT Budget.

II. Reason for Policy 

This policy is intended to provide a cost effective approach toward campus wide standards, funding and deployment of computers and provide an annual budget to maintain current technology. This policy is also designed to promote computer reliability, security and legality.

III. Applicability of the Policy 

This policy applies to all College employees and students, as well as those who are responsible for planning and budgeting for new hires and academic computer labs.

IV. Related Documents 

V. Contacts  

Subject  Office Name  Title or Position  Telephone Number  Email/URL 
Entire Policy Information Technology Chief Information Officer 498-2183 
Entire Policy Information Technology Director of Technology Support 498-2880

VI. Procedures 

  1. Generally, computers are provided for full-time permanent employees and are replaced as part of the strategic replacement cycle. If a position is vacant or abolished, the computer is returned to IT for redeployment or retirement (please note that systems out of warranty will not be redeployed).
  2. OCC computers must be used in a manner that is consistent with local, state and federal laws, including copyright. Users are personally responsible for copyright infringement that occurs as a result of their use of OCC computers and computer systems.
  3. Users shall not create, install, or knowingly distribute any destructive program or computer virus on any OCC computer.
  4. Users shall not load or use unlicensed software, peer-to-peer (P2P) file, music, or video sharing software.
  5. Users may not store illegal files or content on OCC computers or network drives.
  6. Employees are prohibited from moving employee computers to different physical or network locations without the prior approval of Information Technology.
  7. The College is not responsible for retrieving, handling, or supporting personal data that may be stored on college systems.
  8. OCC computers are not personal or private devices. OCC Information Technology staff may routinely access data for legitimate business purposes, including, but not limited to, diagnosing and resolving technical problems, and investigating possible misuse of OCC computer systems and communications networks.
  9. In the event that a user loads additional software, the user is responsible for ensuring that the software is compatible with the ongoing sets of patches and updates that Information Technology (IT) continually deploys. In the event of computer problems, IT may uninstall the additional software or restore the computer to its original standard software image.
  10. Grants developed out of the Grants office are subject to these policies and procedures where applicable. Information Technology purchases included in any grant is subject to the approval of the Chief Information Officer.
  11. Exceptions to any part of this process require approval by the Vice President of the requesting department and the Chief Information Officer. Additional approval from the Chief Financial Officer and President may be required for significant changes in financial commitments or permanent modifications to this policy.

Violations: Any user who violates this or other OCC Policies, procedures, contractual obligations, or applicable state or federal laws, will be subject to appropriate disciplinary and legal action, including, but not limited to, the limitation or denial of access to OCC’s computer systems and communications networks. Violators may also be subject to disciplinary action, up to and including termination.

Approved by President June 29, 2009

Updated and approved by the President June 19, 2015