Crest for Policies 

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

Date of most recent changes: June 18, 2019

I. Policy Statement 

Desktops, laptops, mobile devices and other computing devices purchased by the college or through grants to 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. It is the responsibility of the Vice President & Chief Information Officer to develop and submit this budget.

When a permanent employee leaves the college, Information Technology should be notified to schedule pick up of the computer. Information Technology 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 Information Technology. The Computing Move-Add-Change Request Form must be completed to facilitate internal moves of OCC computing units. 

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

Computing 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.
  • The review and approval of departmental and executive management is required prior to the replacement of computers in non-academic (i.e. business) labs. Departmental and executive management reviews usage and determines the need for replacement. This review includes consideration of business use of the lab, lab utilization, changing technology needs, and so forth. Replacement of lab computers is not guaranteed; adjustments are incorporated into the Information Technology budget.
  • Computer models outside the PC standard require justification, review and approval by Information Technology, in addition to the Provost and Senior Vice President for Academic Affairs for academic labs, and the Chief Financial Officer for non-academic labs. 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 Information Technology.
  • Mobile device physical security is the responsibility of the respective department including any associated repair or replacement cost.
  • Mobile device lab replacement is the fiscal responsibility of the associated department. Departments should engage Information Technology regarding necessary consultation and appropriate scope and networking requirements.

Laptops, Tablets and Mobile Devices:

Departments are responsible for budgeting for laptops, tablets and other mobile devices including replacements, upgrades and/or carts. To assist departments in budget preparation, Information Technology 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.

Laptops and mobile devices are intended for college business and are provided to employees based upon identifiable need and available funding. Laptops may replace desktops and if so, desktops are returned to IT to be redistributed. 

Employees are prohibited from storing confidential information on laptops or mobile devices. Employees are responsible for protecting the confidentiality and security of identifiable student information or other sensitive data and for keeping all assigned units secure.   Laptops and mobile devices are the property of OCC, employees are responsible for taking appropriate precautions to prevent damage to or loss/theft of these units and may be responsible for certain costs to repair or replace should damage or loss be the result of negligence or intentional misconduct. Due care should be taken in the handling, transporting and usage of laptops and mobile units. The IT department and Campus Safety must be alerted to any lost or stolen laptop or mobile device. 

Laptops and mobile devices are configured with campus standard software; all software requires a legal license, OCC standard software may not be duplicated, transferred or downloaded to any other system or media. Data corruption or configuration errors caused by the installation of unauthorized software or unauthorized usage of the unit, may require a complete re-imaging and may result in loss of computing privileges and possible disciplinary actions.

Employees are responsible for establishing secure remote connections; use of public wireless or unsecured hotspots are discouraged due to security risk.  Employees are responsible for maintaining an appropriate backup of work-related data.  Upon termination of college employment, laptops and mobile devices including all associated peripherals, adapters, and software must be returned to the supervisor in accordance with College exiting procedures.   

All laptops provided to employees must connect to the physical network of OCC quarterly. This periodic connection will allow for hardware and software updates and to ensure that OCC computers are fully protected and secure. Laptops that are taken off-campus and neglect periodic updates, will be disallowed from the campus network.

Laptop and mobile device users are required to review and sign a Statement of Responsibility when issued a college owned laptop or mobile computing device.

PC Retirement: 

The College maintains an annual budget each year for PC replacements. When a PC is retired, the old PC is returned to Information Technology. These machines are disposed of by Financial Services following County procedures, typically by auction.

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, legality and fiscal sustainability for the College.

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 (315) 498-2183 [email protected] 
Entire Policy Information Technology Director of Technology Support (315) 498-2991 [email protected]

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 Information Technology for redeployment or retirement (please note that systems out of warranty will not be redeployed).
  2. Computing devices that are no longer supported or do not maintain vendor and OCC supported security, software, and operating system standards are to be decommissioned and removed from service due to security risk. 
  3. OCC computing systems must be used in a manner that is consistent with local, state and federal laws, including copyright and cybersecurity policies and procedures. Users are personally responsible for copyright infringement that occurs as a result of their use of OCC computers and computer systems.
  4. Users shall not create, install, or knowingly distribute any destructive program or computer virus on any OCC computer.
  5. Users shall not load or use unlicensed software, peer-to-peer (P2P) file, music, or video sharing software.
  6. Users may not store illegal files or content on OCC computers or network drives.
  7. Users should not store data locally on computing devises. Data should be stored appropriately to ensure proper network backup (i.e. file share). Mobile device data should be routinely backed up to ensure proper network backup (e.g. file share) and is the responsibility of the devise user to conduct. Information Technology is not responsible for data loss resulting from local hard drive failures or any other inappropriate storage methodologies or practices.
  8. Employees are prohibited from moving employee computers to different physical or network locations without the prior approval of Information Technology.
  9. The College is not responsible for retrieving, handling, or supporting personal data that may be stored on college systems.
  10. OCC computers are not personal or private devices. 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.
  11. 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 continually deploys. In the event of computer problems, Information Technology may uninstall the additional software or restore the computer to its original standard software image.
  12. 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.
  13. Exceptions to any part of this process require approval by the Senior Vice President and/or Vice President of the requesting department and the Chief Information Officer. Additional approval from the Senior Vice President and 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

Updated and approved by the President October 16, 2017

Updated and approved by the President November 30, 2017

Updated and approved by the President June 18, 2019