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Oberlin College Desktop/Laptop Computer Replacement Plan, Policies, and Process
The College has
established a central budget and procedures for the regular replacement
of desktop and laptop computers for faculty and staff. The budget
is also intended to provide networked departmental printers. This
document describes the policies and process for the implementation
of these upgrades, and provides information regarding how individuals
should go about making their computer needs known.
Policies/guidelines for hardware replacements and upgrades:
- The replacement budget (RB) resides with CIT budget. Some administrative units may determine that additional equipment is needed outside of this process and may purchase hardware or software at their discretion, but are urged to do so in consultation with CIT.
- The Director of Information Technology will be the final arbitrator of expenditures from the replacement budget. Input to CIT about purchase decisions will be provided by departmental and divisional administrators and (when necessary) the ITPC. Decisions will take into account existing inventory, available budget, and justification for upgrades.
These departmental/divisional administrators are as follows:
| Arts and Sciences |
Patty deWinstanley |
| Conservatory of Music |
Michael Lynn |
| Division of Student Life and Services |
Chris Baymiller |
| Development and Alumni Affairs |
Janice Price-Van Dyke |
| Finance and Operations |
Ron Watts |
| College Relations |
Cary Foster |
| Center for Services and Learning |
Beth Blissman |
| President's Office; Secretary; other misc. |
Linda Iroff |
| Art Museum |
Linda Iroff |
| Financial Aid |
Rob Reddy |
| Admissions |
Maryann Stillwell |
| Registrar |
Linda Iroff |
| Institutional Research |
Ross Peacock |
| Libraries |
Alan Boyd |
| Athletics |
Kiki Jacobs |
| CIT |
John Bucher |
Each of these administrators will determine their own procedures and timeline for proposing and requesting upgrades (coordinated with Linda Iroff, the Director of Desktop Resources in CIT). Faculty and staff should consult with the appropriate administrator for the specific process. For example, the faculty and staff in the College of Arts and Sciences will be solicited each academic semester for proposals. In the Conservatory, the Associate Dean prepares requests when deemed appropriate. Other units, such as the President's Office, the Libraries, and College Relations will work directly with Linda Iroff to determine a schedule for upgrades.
Small upgrade proposals, such as additional memory, hard drive space enhancements, etc., may be submitted at any time to the appropriate divisional or departmental administrator. If the administrator deems the request appropriate, he/she will submit it to CIT.
To ensure that all upgrades funded by the replacement budget are properly accounted for and tracked, all upgrade requests need to be sent to the Director of Desktop Resources, Linda Iroff. She will review them in consultation with appropriate individuals and forward them to the Director of Information Technology for approval.
- It is acknowledged that a 4-year replacement cycle means an average 4-year replacement process; some computer units will be replaced sooner, some later. Budget constraints may sometimes require the average replacement time frame to be stretched to 5 years or longer.
- Standard configurations for computers will be determined on a regular basis.
The current standard Windows computers are the HP business-class desktop
and laptop models; products from other Windows vendors are not provided or
supported. Various models of the Apple Macintosh are also standard. All new
computers will be configured with at least CD-RW/DVD-ROM ("combo")
drives. External storage devices, such as USB "jump" drives
may be provided on request. Users of Macintosh computers that have Time Machine installed as part of the operating system will receive external hard drives to support the use of that feature.
Please note that the newest technologies may not be provided immediately until
CIT has had sufficient opportunity to test equipment and software in our
environment.
- The central replacement budget will fund only
one computer (desktop or laptop) per faculty or staff member. When a laptop computer is provided from the replacement budget, it will not normally include peripheral devices (external keyboard, monitor, mouse, docking station, extra batteries, etc.). A carrying case will be provided for laptops.
- A networked
black and white laser printer capable of duplex printing will be
provided for shared use in a department. Printers will not normally
be provided for individuals. CIT does not provide multifunction
printers/scanners/copiers. Where such equipment exists in a department,
it may be deemed sufficient for providing printing services.
- DAT drives and centralized backup machines will not be funded by this budget.
- Equipment purchased or replaced by the replacement budget is the property of the institution, not of the department or individual, and may be reassigned by CIT as needed. If the department wishes to keep the old equipment for other uses, a request must be made in writing to the Director of Desktop Resources.
- There may be some "trickle down" computers used in faculty and staff offices. In some cases, older computers may also be used for student employees or other uses, but they will not be considered part of the 4-year replacement cycle and may not be fully supported by CIT.
- Both departmental and open-use student labs will be upgraded every 3 - 4 years,as determined by need and budget. CIT may determine these upgrades in consultation with the GF Educational Technology Committee, ITPC, and users (students, faculty, and staff) of the facilities.
- Computer enhancements (additional RAM, additional disk space, etc.) may be used to prolong a specific computer's useful life.
Policies/guidelines for software provisions and upgrades
- Standard software
configurations will be determined and modified
on a regular basis (normally in the summer). Each faculty/staff workstation, either desktop
or laptop, will be provided the standard configuration at the time
of installation. Upgrades to the standard software may be requested
when appropriate.
The current configuration includes the Microsoft Office Suite, virus detection software, web browser and other appropriate network utilities.
- Additional
productivity software (e.g., web or graphics editing, page layout)
is usually purchased by the individual department.
- Faculty who need specialized curricular or research software installed on their computers should make these needs known at the time of their request, with explanation. These requests are considered on a case-by-case basis, in consultation with the appropriate Associate Dean. The replacement budget will fund these purchases only when funding permits. Expensive and/or limited use software should be purchased using other budgetary sources.
Policy on User-Damaged College Computer Equipment
- Users should use due diligence in caring for their college-provided
computers. This includes always keeping food, liquids, pets and children
away from equipment, making sure cords are located to avoid them being
tripped over or run over with vacuums or other powered equipment, and using a protective case when transporting laptops.
- The user is responsible for any damage that occurs to the equipment
assigned to them, and they or their department may be charged
the full cost of repairs if negligence is apparent.
- In general, the following charges will apply for all accidental damage
repairs:
First occurrence: Minimum charge of $100 or cost of repair, whichever
is less.
Subsequent occurrences: Cost of repair or replacement.
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