Effective Date: August 11, 2011
Last Reviewed: August 11, 2011


Purpose

This policy provides guidance regarding the process for purchasing technology hardware, software or services using college funds.

Scope

This policy applies to any purchase that utilizes college funds including projects that may be funded through a grant or contract with a third party to procure technology.

Technology hardware includes but is not limited to: computers, laptops, tablet devices (including Ipads), pdas, smart phones, printers, storage devices, network switches, routers, wireless access points, projectors, document cameras, and televisions.

Software includes but is not limited to: software for PC or MAC; end user licenses; operating systems; database management systems; systems software; middleware; web licenses; mobile applications; departmental or enterprise applications; and externally hosted applications.

Services include but are not limited to: software as a service; maintenance agreements for licensed software; maintenance agreements for hardware; hosting services; and application development services.

Policy

Stonehill College establishes standards for technology to ensure information security, interoperability, consistent support, and cost effective expenditure of resources. The Department of Information Technology (IT) is responsible for the review and approval of all technology purchases following the procedures identified below. Technology purchases are primarily initiated by IT and funded through the IT budget or approved capital projects. The approval of the Vice President of Finance and Treasurer is required to utilize funds from other budgets for technology purchases.

Procedures

Personal computers, laptops, and tablet devices (including Ipads)

Each employee with an instructional or business need will be issued a single computer (laptop or desktop with one monitor) based on the current standard. These computers are purchased and maintained by IT. They are replaced on a three year cycle, budget permitting, using the computer replacement process.

Staff computers will be primarily desktops unless a demonstrated business need for mobility is justified by the department head. Staff computers will be Windows/Intel based unless their department head has specified a demonstrated business need for an Apple Mac platform.

Faculty computers may be a laptop or a desktop and either Windows/Intel or Apple Mac based on the individual’s teaching or research requirements.

Requests for an additional device must be in writing on a Technology Equipment and Software Request form. Requests are evaluated based on a continuing business or instructional need and must be authorized by both the Chief Information Officer and the Vice President for Finance and Treasurer.

IT maintains a loaner pool of laptops and tablet devices to meet the short term needs of employees requiring a mobile device for business purposes or during work related travel. Requests for equipment loan should be directed to the IT Help Desk and will be evaluated based on the IT loaner procedure.

Printers

The recommended printing environment consists of multi-function printer/copier/scanner/fax from Xerox. These devices are located based on printing volume and may be shared within a department, a floor or a building. They offer the lowest cost per print and include double sided capability and collating. Xerox devices are supported by the Xerox Document Center, including the provision of toner. Departments are responsible for purchasing paper, labels, envelopes and any other consumable supplies used in these devices. The Xerox contract is managed through the Purchasing Department.

Departmental laser printers may be provided by IT to be shared among several staff members in a proximate work area to meet needs that cannot be met by an existing Xerox device. An exception to the shared printing model may be justified based on business or instructional need, such as a need for continuous printing of confidential material. Personal printers, while usually low-cost at purchase, are expensive to maintain and support. Requests for new printers must be in writing on a Technology Equipment and Software Request form. Departments are responsible for purchasing toner, paper, and other supplies for their laser printers. IT is responsible for purchasing toner, paper, and other supplies for printers in shared labs and classrooms.

Computer Peripherals

Evaluation and purchase of computer peripheral equipment for college owned computers is the responsibility of IT. Computer peripheral equipment includes but is not limited to docking stations, internal and external hard drives, memory, video cards, monitors, keyboards, mice and batteries for portable devices. Equipment needed to repair a college owned device will be purchased by IT in conjunction with the repair service. Requests for new peripherals must be in writing on a Technology Equipment and Software Request form. Requests are evaluated based on demonstrated business or instructional need, the existence of alternatives and the budget availability.

Memory cards and USB flash drives are considered computer supplies and can be purchased by departments. The IT Help Desk provides consultative guidance for these types of purchases. Employees must be aware of F9.2 Information Security Policy which defines their responsibilities related to the storage of College information on portable devices.

Media Equipment

Evaluation, purchase and maintenance of media equipment is the responsibility of IT. Media equipment includes but is not limited to video projectors, document cameras, televisions, production video cameras, sound systems, room control systems, video editing systems and video and audio distribution systems. IT provides standard media devices in all classrooms and most conference rooms. IT provides delivery and set up of media equipment for college events based on user requirements and location specifications. Media needs should be discussed with the Director, Media Technology Services.

IT maintains a pool of media equipment used by students and faculty for instructional purposes. Faculty should discuss their instructional needs for media equipment with the Director, Media Technology Services IT maintains a loaner pool of digital cameras, camcorders and portable projectors to meet the short term needs of employees requiring media equipment for business purposes. Requests for equipment loan should be directed to the IT Help Desk and will be evaluated based on the IT loaner procedure.

Network Devices and Cabling

IT is responsible for the purchase of all networking devices on the Stonehill College campus network or that provide alternate network connectivity to college buildings or departments not on the campus network. These devices include but are not limited to: routers, switches, wireless access points, wireless controllers, hubs, and modems. Additionally, IT evaluates and acquires all voice and data network bandwidth and services.

IT is responsible for the purchase of all equipment providing voice services over the campus network including but not limited to: voice switches, voice mail systems, telephone consoles, telephone sets, conference phones and emergency communications equipment that connects through the campus network. Additionally, IT is responsible for the evaluation and maintenance of two-way radios and related infrastructure to support them including campus based antennae and consoles.

IT is also responsible for the specification and installation of all cabling and endpoint connections to enable connectivity for telephones or any device needing network connectivity.

Requests for additional telephones, telephone moves/adds/changes, or the short term use of a conference phone may be directed to the IT Help Desk. All other needs for network equipment or cabling should be discussed with the Director, Network Services.

Wireless Communication Devices and Plans

F9.3 Wireless Communication Devices defines eligibility and authorization requirements for a college paid wireless communication device. IT is responsible for procuring approved devices and the associated communication plans. All requests for wireless communication plans for any device must follow the procedures in F9.3.

IT maintains a loaner pool of communication devices and mobile broadband hotspots to meet the short term needs of employees requiring communication devices for business purposes or during work related travel. Requests for equipment loan should be directed to the IT Help Desk and will be evaluated based on the IT loaner procedure.

End user software and licenses

Standard operating systems and end user software are provided to employees by IT on college owned computers. IT collaborates with faculty, staff, and appropriate advisory committees to evaluate and adopt software for campus-wide use for both business and instructional purposes. IT is responsible for the technical evaluation, purchase, and installation of end user software for college owned computers. Requests for new individual software or licenses must be in writing on a Technology Equipment and Software Request form. Requests are evaluated based on demonstrated business or instructional need, the existence of alternatives and the budget availability. Maintenance agreements will be purchased and maintained by IT when applicable.

Departments are encouraged to submit requests for end user software or software for labs or classrooms with a cost greater than $1000 in conjunction with the budget process. These requests will be evaluated, and reviewed in advisory committees if appropriate, for purchase in the next fiscal year.

Departmental and Enterprise Applications

The College has standardized on the Banner suite of enterprise applications. Goals of standardizing on these products include maintaining a single repository for institutional data and minimizing the need for ancillary systems. Departmental requirements for information systems will first be analyzed to assess whether a component within the Banner suite provides the requisite functionality. IT is responsible for the technical evaluation and purchase of ancillary systems should the need exist, including all application models such as hosted applications and software as a service. IT is also responsible for procuring and overseeing any application development services. Ancillary systems in this category include but are not limited to systems providing library management services, career and internship databases, and dining services. Ancillary systems must integrate with Banner, meet established technical standards, and comply with F9.2 Information Security Policy.

Departments with a need for information systems should consult with the Director, Enterprise Application Services. Based on the Director’s assessment, the department may be advised to complete an Information Systems Request Form or a Technology Project Request Form depending on the scope of the requirements. Departments are encouraged to consider their needs for information systems in conjunction with the budget process. Project requests will be evaluated, and reviewed in advisory committees if appropriate, for purchase and resource project scheduling in the next fiscal year.

Internet and Cloud Services

Internet and cloud services provide IT capabilities through an external vendor over the internet, for example file storage and online survey tools. These services introduce risks related to privacy, security, data integrity and intellectual property management. IT is responsible for the technical evaluation and approval for use of any external service which stores or utilizes any college information or personal information of college constituents.

Loan of Technology Equipment

Information Technology will maintain an inventory of technology equipment to be used to meet the short term business or instructional needs of employees. The list of equipment available for loan and the loan procedures will be maintained on the IT web site. Loan requests should be made in advance to the IT Help Desk as equipment availability is not guaranteed. The standard loan duration is 7 days and exceptions must be approved by the Chief Information Officer. The maximum loan duration cannot exceed 3 months for business purposes or a semester for instructional purposes.