Policy

The Information Technology Office (ITO) will purchase, maintain, and manage all computer and mobile-related equipment for the College of Education.  The ITO will manage the life cycles for all computer and mobile-related equipment and replace devices that have met the expected life cycle duration.

Scope

This policy applies to academic and administrative units in the College of Education that are in the Sánchez Building or Bellmont Hall and supported by the ITO.  This policy covers College of Education faculty involved in teaching courses in the college and full-time administrative and classified staff that work with supporting the academic mission of the college.  This policy does not apply to staff associated with organized research units in the college.

Procedures

Technology Life-Cycle

The ITO will maintain a list of devices and associated life cycle time frame. The life cycle for devices is 4 years. Once the life cycle for a device has elapsed, ITO will contact the user of the device to discuss replacing the device.

Self-Insurance

The college will self-insure devices. 1-year warranties will be purchased for all new devices. ITO posses a set of spare devices that can be deployed in the event that a user has a non-functioning device.

Standardized Device List

ITO will provide an up-to-date list of devices that units and/or employees may choose from to select one particular device. The device list will be approved by the College leadership. Device options will include a desktop computer (Windows or MacOS), a laptop computer (Windows or MacOS), or a tablet (Windows or Apple).  This list will be periodically updated as technology advances.

Exception Process

Exceptions to this policy may be made by sending a help request to ITO.  All exception requests will be evaluated by the ITO director and senior associate dean.

Inventory

All devices pertaining to this policy will be property of the College of Education for which the ITO has been delegated responsibility. The ITO will oversee and manage the inventory. All devices that are reclaimed at the end of the life cycle will be repurposed or sent to surplus as needed.

Budget

The college will provide the necessary funds to sustain the required devices for the 4-year life cycle as well as the appropriate amount of loaner devices.

Glossary of Terms

Computer and Mobile-Related Equipment: Any device including but not limited to devices that are running MacOS, Windows, Linux, Unix, iOS, TVOS or Chrome OS operating systems.

Life Cycle: A period of time that a device is considered capable of handling the necessary tasks for which it was purchased.  The current life cycle time frame is 4 years.

Non-functioning Device: A device that is incapable of handling the necessary tasks for which it was purchased as a result of a hardware or software problem.

Standard Device List: A list of approved devices that units can use to select devices for employees.  This list will be periodically updated as technology advances.

Exception Request: The process by which a person can ask for a device that may not be included in the standard device list.

Standard Device List

 Revision 1.0
Approved by the College of Education Leadership Team June 11, 2019