Replenishment and Update Policy
Purpose
The Information Technology Department is the sole provider of computing resources for the College. All technology, including but not limited to computers/hardware, software, mobile devices, website hosting, networking, technology subscriptions and services of any kind, must be reviewed and purchased with approval from the Information Technology Department following the guidelines of the Technology Procurement policy.
To maintain a sustainable service to the community, the following guidelines and principles will govern the computing devices used by the College’s employees. This policy aims to ensure that Keuka College maintains up-to-date, secure, and efficient technology infrastructure to support its educational mission and operational needs.
Scope
This policy applies to all college-owned technology resources, including but not limited to computers, network equipment, classroom technology, and software licenses.
Standard Lifecycle of Technology Equipment
Laptops: 3-5 years
Desktops: 5-8 years dependent on usage
Printers: 5-10 years dependent on usage
Servers: 5 years
Network Equipment: 8-10 years
Lifecycle Considerations
A lifecycle is determined to be a system’s usable and reasonable service-life expected based on the following factors:
- The computer’s warranty coverage period
- The computing specifications of the system as shipped, including any hardware component upgrades
- Age of the system and its internal components
- Date system was originally put into service
- The system’s service history
- Any unforeseen or otherwise required upgrade based on cybersecurity threats, or direction from the Information Security Coordinator including but not limited to forced obsolescence, unresolvable zero-day compromises/inherent design flaws that would otherwise seriously put at risk the integrity of Keuka College data or sensitive personal information.
Standard Computer Configurations for Users
The Information Technology Department determines and identifies a standard configuration for all computing devices available from vendor(s). These configuration(s) and vendor(s) are evaluated annually for performance, security, pricing, and available options. The Information Technology Department may change vendor, options, or standard configuration at its discretion. Standard configuration includes the types of operating systems and devices that faculty and staff are provided and may use as well as classroom configurations.
Employees will be provided a Microsoft Windows device and its compatible accessories. Employees are not eligible for Apple macOS computing devices. Employees are also not eligible to receive equipment for a home or off-site office unless they are fully remote. In both cases, exceptions will not be granted unless a specific business need has been identified, recommended by the employee's Vice President, and approved by the Associate Vice President of Technical Solutions.
Standard classrooms will have a Windows PC, integrated with audio visual equipment for classroom instruction. There are a limited amount of hybrid classrooms and other specialized classrooms for specific instructional need. Instructors may discuss classroom capabilities and availability with the Registrar's Office.
If employees have needs that go beyond the standard configurations, they are required to document why a standard computer configuration is insufficient for the needs of the position and obtain approval from their Vice President and the Associate Vice President of Technical Solutions. If approved, the Information Technology Department will consult with the user and their supervisor to select/procure an alternative device. Any cost difference between the non-standard device and a standard configuration may need to be funded by the requesting department.
Replacement Requirements
Technology will be replaced once it has reached the end of its useful life as determined by the lifecycle criteria noted in this policy. Technology will be replaced on a schedule that prioritizes based on user need, cost, and security requirements. Technology replacements will align with the predetermined setup type associated with the employment or classroom type unless otherwise determined by exception criteria noted in the section on standard computer configurations. Departments must surrender the device that is being replaced at the time the new device is being deployed. Employees may not repurpose existing devices to expand the number of technology devices held within their department.
Software
All software systems should be running the current version or most recent prior (current -1) version of manufacturer-released software packages. If a College-owned system is found to be running an older version (current -2 or older) of any institution-wide software package (Microsoft Operating System, Microsoft Office Suite, Colleague UI, or other site-licensed desktop application), it will be upgraded to the most recent version as soon as possible. Maintenance windows determined by the IT Department are meant to ensure compliance with required software upgrades. If the IT Department is not able to perform regularly scheduled maintenance for any reason, they will reschedule the maintenance window for the earliest possible date.
Disposal of Computing Hardware
Computing devices and computer parts that can no longer be supported by the Information Technology Department or are no longer supported by the manufacturer must be discarded. These computing devices are a security risk to the College and will be disposed of in an environmentally friendly manner.
Implementation Guidelines
- Annual Assessment: The IT Department will conduct an annual inventory and assessment of all technology resources to identify replacement needs.
- Budget Planning: Replacement costs will be incorporated into the annual IT budget and the College's Three-Year Capital Plan.
- Procurement Process: All technology purchases must follow the established Technology Procurement Policy, including proposal review, software discovery, and vendor evaluation.
- Sustainability: Implement an e-waste recycling program for outdated equipment to ensure environmentally responsible disposal.
- User Training: Provide training sessions for faculty, staff, and students on new technologies as they are implemented.
- Emergency Replacements: Establish a process for addressing urgent replacement needs outside of the regular cycle