Policy Name: Computer Use, Deployment, Funding, and Replacement
Responsibility for Maintenance: Information Technology
I. Policy Statement
Desktop and laptop computers are the property of the College and are intended for use in conducting College business. Employees are expected to use their computers in an ethical and responsible manner. Full time permanent employees are generally provided with an assigned desktop computer with standard applications and operating system. Computer models outside of the standard require justification; any additional cost 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 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, currently every four-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 employees or areas must be coordinated with IT.
The review and approval of the Provost and Senior Vice President for Educational Services is required prior to the replacement of computers in academic labs. The Provost and Senior Vice President for Educational Services reviews usage of these computers and determines the need for replacement. Instructional Services 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 Computer Strategic Replacement Budget.
- The College has a fixed amount of money budgeted 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.
The College standard desktop computer is a PC compatible machine. IT defines the standard PC computer configuration and vendor. Justification should be provided for any significant deviations from the standard PC configuration. It is recognized that certain academic programs are more appropriately taught on other platforms, mainly Macintosh due to their wide-spread usage in certain disciplines. The need and justification for these computers is reviewed and approved by the Provost and Senior Vice President for Educational Services over that department and IT. The replacement budget is adjusted to accommodate these computers.
Departments are responsible for budgeting for notebook computers. To assist departments in budget preparation, IT provides recommended specifications and pricing for notebook computers. These notebooks are not included in the College’s Computer Strategic Replacement Budget. Departments are responsible for budgeting for replacement notebook computers. The purchasing department is responsible for coordinating hardware repairs/warranty processing for notebooks that are not purchased through the current College vendor.
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 Computer Strategic Replacement Budget. Any exception otherwise must be documented. Computers that are purchased without IT approval are not considered part of the Computer Strategic Replacement 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
Title or Position
Chief Information Officer
- 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.
- 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.
- Users shall not create, install, or knowingly distribute any destructive program or computer virus on any OCC computer.
- Users shall not load or use unlicensed software, peer-to-peer (P2P) file, music, or video sharing software.
- Users may not store illegal files or content on OCC computers or network drives.
- Employees are prohibited from moving employee computers to different physical or network locations without the prior approval of Information Technology.
- OCC computers are not personal and private. 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.
- 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.
- 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.
- 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 Senior Vice President for Administration and Finance 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