Technology Resource Allocation Policy
Strategic
Planning
Resources and Services Provided
Desktop Computers
Departmental Equipment
Grant-Funded Equipment
Loaner Equipment
Printers
Software
CD Writers
Replacement Cycle
Special Needs
Financial Process
Responsible Party
Policy Review
Policy Distribution
Purpose
The purpose
of this policy is to identify the principles and processes
used to determine how computer resources for technology are
allocated to meet the needs of the Eastern Mennonite University
community.
Policy Statement
Strategic
Planning
The
institution’s strategic plan determines overall priorities
for resource allocation. The current strategy is to direct
resources into technology that improves learning, expands
educational opportunities (including distance education),
and increases the effectiveness and efficiency of communication
and management. The strategic plan also calls for improving
student access to computer laboratories.
Additional strategic planning is carried out by the Institutional Strategic Planning Committee (ISPC). This committee develops policy and strategies for use of computer technology and allocation of computer resources on campus.
Resources and Services Provided
The institution
provides the following resources to students, faculty, and
staff:
- A campus network with access to the Internet and network
connections in all classrooms, meeting rooms, offices, and
residence hall rooms.
- Desktop computers for all faculty (half-time or more)
and for most staff with access available to all part-time/adjunct
faculty and staff.
- Several public student computer laboratories and many
small departmental labs.
- Mounted LCD multimedia projection systems in several classrooms.
- Several specialized technology classrooms with computers
for each student.
- An integrated, web-accessible library information system.
- An integrated administrative computer system.
- A telecommunications system with voicemail.
- A networked facilities scheduling system.
- User support through IS technical staff, work-study students, and a Director of Instructional Technology.
Services provided include access to the Internet, network disk space, information exchange or sharing of files, e-mail, printing, and backup of files. Accounts are provided for all faculty (including retirees if requested), staff, and students. Non-returning students or graduates may request continuation of their accounts for a transition period of 12 months. Non-returning faculty or staff should contact Human Resources about email options. Informatin on the account creation and deletion cycle can be found at Account Maintenance Procedure.
Desktop Computers
Desktop support is provided for Windows and Macintosh
platforms. The Windows platform is provided for administrators
and staff, except for graphic designers who use Macintosh.
All new faculty receive the Windows platform unless a Macintosh
is needed for the particular discipline or there is strong
preference for a Macintosh. In cases where departmental faculty
primarily use Macintosh, choice of platform for support staff
will be up to the discretion of the Director of Information
Systems in consultation with the department.
Standard audio resources for desktop computers will include a sound card (or its equivalent) but not speakers. Speakers will be provided to any faculty/staff only for a small fee charged to the department. Speakers are not provided for computers in computer labs (public or departmental). Headphones may be used with any computer but will not be supplied by Information Systems.
Laptops are an option for persons whose jobs require regular off-campus travel (i.e. admissions counselors and advancement personnel), selected IS department personnel, and selected others by decision of the Director of Information Systems. If other persons prefer laptops, they may opt to personally pay the difference in cost. In the event that such persons leave EMU, they may arrange a buyout agreement with the Director of Information Systems. (Another option is to make a charitable contribution at time of purchase.)
Resource limitations make it impossible to guarantee provision of a computer for faculty on sabbatical. A computer may be provided if available (e.g. a retired computer is available or the sabbatical faculty’s computer is not needed for replacement faculty). Faculty whose primary computer is a laptop, may continue to use it while on sabatical.
Departmental Equipment
All university computers are maintained in a central inventory. Computers that are an
integral part of a piece of scientific equipment, or are used primarily for research purposes, are not generally part of the replacement plan. Replacement of such equipment is by a special request to the Director of Information Systems
Grant-Funded Equipment
Individuals pursing grants for computing equipment should discuss their plans with the Director of Information Systems or User Services Manager as part of their budgeting process. Computing equipment that is acquired under grants will enter the inventory and be upgraded on a regular replacement cycle only if such replacement is approved at the time of the application for the grant.
Faculty memebers teaching in various special curricular programs are, under certain conditions, awarded research or startup funds. Some faculty members may have research or discretionary funds available to them when they hold endowed chair positions. When these special funds are used to buy additional computers and printers this equipment will belong to the univesity. Such equipment must be ordered through the university purchasing process and will not normally be upgraded or replaced by the university, except through further use of these special funds.
Loaner Equipment
Employees may borrow laptop computers for uses related to university business. Both Macintosh and Windows laptops are available. Laptop reservations and checkouts are handled through Learning Resources. Information Systems is committed to providing Learning Resources with laptops in a reasonable condition. At least two of these laptops will be designated for cross-cultural groups when required. Student clubs may borrow laptops from Learning Resources when requested by an advisor, however they must be checked out personally by the club advisior who becomes responsible for the laptop while on load to the club.
Printers
Networked printers
are provided in central locations wherever possible. In most
cases this means a personal printer is not provided or supported.
The latter are provided only in a few cases where personnel
are located far from a centralized location (per decision
of the Director of Information Systems). Info Systems is responsible
for printer replacements, including working with departments
on functionality needs and cascading when appropriate.
Color printers are considered a "specialty" resource. If there is a demonstrated need for access to color printing resources it will be the responsibility of the department making the request to fund all aspects of acquiring and maintaining the color printing resource (i.e. printer procurement, consumable supplies and printer replacement). Networked color printers will typically be installed as a supplemental printer to the primary networked black ink printing resource provided by Information Systems. Because the cost of toner and/or ink for color printing is substantial it is important that color printers be installed in locations where usage can be easily controlled or monitored. Color printers with unrestricted access will not be installed in computer labs.
Costs for all consumable printing supplies (paper, toner, ink, whether color or black only) is the responsibility of individual departments. Information Systems is responsible for consumable supplies in the public computer labs (see computer lab definitions at www.emu.edu/is/info/lab).
Software
The IS department provides three (3) different
levels of support for four (4) categories of software as outlined
in the following table
| Software Category | Support Type | Support Description | Funding Source | Upgrade Determined By |
| Infrastructure Software: Programs needed for each university-owned comuter or used by InfoSys to maintain systems |
Full | Includes installation, orientation for new users, and assistance with operational problems. | Info Systems | Info Systems |
| Special Shared Software: Programs typically installed on every University owned computer because of a site license. |
Full | Includes installation, orientation for new users, and assistance with operational problems. | Info Systems | Info Systems |
Subscription Software: Departments are required to upgrade when new software versions are available. |
Limited | Limited to installation and assistance with run-time errors. | Individual Departments via annual subscription | Info Systems |
| Hosted Software: |
Host | Installation only. | Individual Departments | Individual Departments |
Infrastructure Software paid for by InfoSys and InfoSys will determine when to upgrade. Licensing is either via site license or InfoSys internallicense management.
Special Shared Software: is not paid for by InfoSys by InfoSys determines whe to upgrade such software. Licensing is handled via site licenses. Special shared software titles include EndNote and CEO Scheduler.
Subscription Software is paid for by the user; InfoSys will determine when to upgrade. Upgrades will occur soon after a new version is available. Licensing is handled via individual licenses. Subscription fees fund periodic upgrades. InfoSys sets subscription fee rates as a part of each budget cycle. Subscription software titles include Adobe products, Macromedia Dreamweaver and Microsoft products not covered by our campus agreement. This category also includes software with annual fees.
Hosted Software is paid for by the department and the department will determine when to upgrade. Licensing is handled via individual or multi-user licenses.
Software Metering: Keyserver may be used to maintain a limited number of licenses for software used by many people. Information Systems will determine whether or not Keyserver will be used. There may be a department chare for use of keyserved software.
Supported Software: Software supported by IS at EMU is listed on the IS website. Software for each image for each computer laboratory is also listed on the website. In order to add new software to EMU’s approved lists persons must submit an application form to IS.
Personal Software: If users install software not on the list of supported software ("personal software"), they are responsible to ensure that it causes no harm to the network or university servers and are entirely responsible for its support. If IS is required to reinstall Universal, Special or Hosted Software on a computer more than once because of use of personal software, a special "charge back" to the individual may be made. If "personal software" is installed on EMU owned hardware the user must be prepared to provide Information Systems with proof of purchase and proper license documentation upon request.
Software Training: Training by IS staff for software is limited to "Universal Software" and then only for general "orientation" to the software. Additional assistance for application software is outlined on the website and may include finding user experts on campus, checking listings of Frequently Asked Questions (FAQs), searching software vendors’ Knowledge Bases, and acquiring off-campus training.
License Procurement: Licenses for software must be kept up to date. The Information Systems Department purchases licenses for all software installed on EMU computers regardless of funding source. EMU owned licenses may not be installed on computer hardware that is not owned by EMU.
Computer Maintenance and Operational Procedures: Users are responsible to keep their computers free from programs that consume unreasonable resources or otherwise slow the computer performance. If Information Systems is required to re-image a compouter more than once because of Spyware/Malware infestations, a charge back to the individual will be made.
Replacement
Cycle
With rapid technological advances, regular
replacement of technology is essential. For desktop computers
the goal is a four-year replacement cycle. In many cases the
newest machines are placed in locations that require the highest
functionality, and some cascading of older machines may result.
Regular reviews are performed to determine other replacement
and upgrade needs.
An inventory of desktop and other technology equipment and software is maintained to permit evaluation of existing equipment and identification of priority needs. The oldest, least functional desktop machines are retired annually.
Special
Needs
Occasionally
university employees may require special accommodations for
their computers due to health concerns or limitations. The
university will provide suitable technology equipment accommodations
as may be required by the user to adequately perform their
tasks as defined in their written job description. Funding
for such special accommodations will be provided through the
budget processes that would have otherwise made available
the standard technology provided to the user. If special equipment is required due to medical conditions, the employee may be requested to provide a doctor's note for documentation of the circumstances before the equipment is purchased.
Financial
Processes
Technology at EMU is financed through the usual
budgeting processes. Students pay fees for network services and computer access for personal comptuers they bring to campus and wish to connect to the EMU network.
Information Systems maintains an up-to-date database of all technology equipment owned by the university. A charge-back for each personal computer and printer is calculated each year by Information Systems and is then charged to each department for the personal computers (desktops and laptops) and printers that are used in the department. This is known as the "footprint charge-back". This charge-back is used to fund the replacement computers as specified in the Replacement Cycle section of this policy.
An attempt is made to anticipate as many purchases as possible in the budget planning stage. Near the start of the second semester division heads ask departments to identify and submit technology requests for replacements or newly identified needs. If supported by the division head, these are then turned over to the Information Systems Department for compilation and comparison to needs identified through inventory review. The IS Department then submits their review of needed equipment to ISPC, which makes a recommendation to the Cabinet for the annual capital budget. The IS Department pays particular attention to equipment needs that cross departments, e.g. classroom equipment.
Computer technology items (includes all hardware and all software installed on EMU owned computers) purchased by the institution are to be requested, approved, and purchased through the centralized process, regardless the source of funds. This ensures compatibility, monitoring of inventory, compliance with licensing, and cost efficiency.
In purchasing equipment the IS Department considers total cost of ownership. To keep this cost lower, the department purchases desktop equipment from industry-recognized vendors. Cost, functionality, life-span, and overall quality are balanced in selecting appropriate equipment.
Responsible
Party
Responsibility for this
policy lies with the Provost. Policy implementation is the
responsibility of the Director of Information Systems.
Policy
Review
This
policy is to be reviewed annually by the Information Systems
Planning Committee.
- Faculty/Staff Handbook
- IS Department
- President's Office
Revised by ISPC
April 17, 2003
Approved by President’s
Cabinet
May 21, 2001
