Policy Name: Computer Use, Deployment, Funding, and Replacement
Responsibility for Maintenance: Information Technology
Date of most recent changes: November 30, 2017
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, 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.
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.
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.
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.
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 and Mobile Devices:
Departments are responsible for
budgeting for laptops 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
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
Employees are responsible for establishing secure
remote connections; use of wireless hotspots and public Wi-Fi 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
The IT Department reserves the right to collect
laptops and mobile devices at any time deemed necessary to install or provide
security programs and other software updates. Employees may be required to connect any device to the College’s network
at prescribed intervals to maintain software updates. 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.
The College strives to maintain 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
| Subject || Office Name || Title or Position || Telephone Number || Email/URL |
| Entire Policy || Information Technology || Chief Information Officer || 498-2183 || firstname.lastname@example.org |
| Entire Policy || Information Technology || Director of Technology Support || 498-2880 || email@example.com |
- 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).
- 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.
- 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.
- 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.
- 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.
- Employees are prohibited from moving employee computers to different physical or network locations without the prior approval of Information Technology.
- The College is not responsible for retrieving, handling, or supporting personal data that may be stored on college systems.
- 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.
- 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.
- 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 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