Campus Technology Planning Guidelines

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1 Campus Computing and Information Technology All academic and administrative departments are asked to use the attached guidelines when planning for new technology or upgrading existing technology in their departments. Technology consists of all computers, computer peripherals (drives, scanners, etc.), network devices (such as printers), software, web pages and web-based technology, and telecommunications. It is important that all departments use these guidelines so that funding can be identified in the shortterm and long-term planning strategies of the college. The goal of the Technology Planning Guidelines is to assist Carroll faculty and staff with the processes for obtaining resources to implement information technology that enhances the learning and work environment. Please contact Loretta Andrews, the Director of CCIT, at ext if you need assistance with the guidelines. Some adjustments may be made to the guidelines to better meet your needs. These documents are also posted on the CCIT web pages at These guidelines encompass the following: Employee Computer Allocation How to request new or upgraded office computers for employees Page 2 New Technology Proposals (long-range - at least one budget year out) How to plan for and obtain approval for new technology initiatives (classrooms, labs, call centers, new administrative technology, etc.) Page 4 Web Page Development Process used to create or revise web pages hosted on the Carroll web servers and how to plan for and obtain approval for new web initiatives Page 9 Software Guidelines How to plan for, purchase and upgrade software used for academic and administrative purposes Page 11 References: CCIT Computer Standards List of required hardware and software standards for purchasing new computers and software Page 13 Carroll College CCIT Page 1

2 Employee Computer Allocation Process Carroll College provides an office computer for all full-time employees whose work requires the use of a computer. Part-time staff and adjunct faculty will not necessarily be given an office computer. Computer resources are usually available in shared adjunct offices and the computer labs for part-time employees or may be provided in response to specific department requests. The following guidelines will generally assist departments in obtaining new or upgraded computers for full-time employees. If a new position is created on campus, a computer must be included in the budgeting process for the new employee. The purchase of the new computer (as well as new furniture, phone and other office supplies) must be included in the budget proposal for the new employee. CCIT will need to be involved in determining the type of computer that is purchased and can assist with placing the order and installing the computer. All computers that are purchased by the college must meet the CCIT Standards for Hardware. This will ensure that the computer will work on Carroll s network, that it is compatible with standard-issue software and that it can be supported by CCIT. A current list of standards may be found on page 13. CCIT is responsible for managing the deployment of computer upgrades to all existing computers on campus. CCIT generally purchases new computers for full-time faculty and staff every fourth year. CCIT redeploys the old computers to staff offices and academic areas based on need. Employees must work with their department Chair/Director in prioritizing and communicating their needs for technology for the coming year. If CCIT cannot meet your department needs due to funding constraints, you will need to work with your Vice President to find an alternate solution. Please use the following process and timeline for making requests for employee computer upgrades. Use the attached form to submit your needs to CCIT. The form may also be obtained online by going to Process: Directors/Chairs discuss office needs with staff and faculty in their department. Dept Chairs/Directors return worksheets to CCIT with their department s computer needs for the next academic year CCIT evaluates campus-wide needs based on current inventory, department needs and budget CCIT notifies department Chairs/Directors of draft plan for next fall s computer allocations Department Chairs/Directors contact CCIT Director with any questions or concerns Timeline: January-March 1 No later than March 15 March 15 April 1 No later than April 15 No later than May 1 New computers installed in offices July 15-Oct 30 Carroll College CCIT Page 2

3 Department Technology Allocation Form (Short-term, within coming budget year) Fill in the following for your department for both shared (i.e. devices such as printers or scanners) and individual technology needs. All full time employees receive a computer upgrade every four years and you do not need to fill out this form for that process. Do use this form if a new position has been approved for your department for hire this year. Copy this page if more than one employee in your department has individual needs. Department: Contact: Department-wide Requests: Is your department requesting upgrades and/or additions on any shared resources such as printers or scanners? q Yes q No If yes, please list. Individual Employee Requests: Employee Name: Reason for Request (i.e. problems with existing hardware, needs not being met by current supplied technology...): Are there specialized needs involved i.e. specialized software or hardware (unique to this department or individual)? (reference campus-wide software list on pg 11) q Yes q No If yes, please list. List any other upgrades or additions needed by this individual (i.e., larger monitor, additional drive, etc.) Feel free to make multiple copies of this form and return them to the CCIT Director either in paper form or digitally. Carroll College CCIT Page 3

4 New Technology Proposals (Long- Range) (will require funding outside of current, existing CCIT or departmental budgets) In order to more effectively plan for technology needs, both in the classroom and the office; the following process has been established for approving new technology proposals. Examples of this type of proposal include but are not limited to: A new computer facility (lab or classroom) within a program or department permanent or mobile. New equipment or wiring for an existing lab or data/telecommunication facility Construction of new or relocation of existing facilities that require any type of data or telecommunication equipment. All new facilities will be required to include data connections. New campus services that require data or telecommunication services such as online registration or a campus card system. Requests for a new computer in a department for a new or existing employee must go through the Employee Computer Allocation Process (see page 2). New technology proposals should be identified in the department s planning process and most of this work will be completed in the college s intermediate planning stage. All proposals will go through the following steps. Use the attached criteria and worksheet to gather appropriate information and to prepare the narrative for your proposal. Keep the college-wide budget process in mind as you prepare the proposal. Most technology proposals will require additional money that must be obtained through a new budget request. New Technology Planning Process: 1. Faculty/staff member formulates a concept for a proposal. It is recommended that you have an informal conversation with your Department Chair/Director and the CCIT Director prior to developing your ideas. 2. The concept is taken to the Department Chair/Director for consideration and approval 3. If the Department Chair/Director and the divisional Vice President approve the concept, it continues through the process to step The initiating department works with CCIT to obtain cost estimates and discuss the feasibility of the project (Please use the attached worksheet.) 5. Depending on the nature of the project, the initiating department will obtain input from other departments such as Facilities and Registrar, and will develop a proposal. The proposal should discuss how it meets the planning goals and objectives of the department and the college as a whole. It must also include a budget for equipment, staffing and long-term maintenance for the proposal 6. If the proposal will be a facility that will be used by more than one department (i.e. a new general purpose lab or classroom), a campus open house may be held to obtain input from all interested parties. The initiating department will host the open house with assistance from CCIT. Feedback from the open house will be incorporated into the proposal. Carroll College CCIT Page 4

5 7. A final proposal is drafted by the initiating department and presented to the Technology Committee for comments. The final proposal must include a narrative that answers the attached criteria questions, the attached worksheet, and a proposed outline/timeline for implementing the proposal. Submit a copy of your proposal to your divisional Vice President and the Director of CCIT. 8. Comments from the Technology Committee are addressed and a final draft of the proposal goes to the divisional Vice President for final approval. The Vice President will then carry the project through the budget process. 9. If the proposal is approved and funded, the initiating department will coordinate the purchasing of technology with CCIT, any construction with Facilities and any other portions through applicable departments. Carroll College CCIT Page 5

6 New Technology Proposal Criteria Please answer the following questions and include them as part of your technology proposal. The compiled information in your proposal will be used to rank your proposal. High-ranking proposals will be sent on through the budget process for funding consideration or grant applications. Proposals that rank the highest will meet most of the following criteria: * Complement the long-range goals of the college and department Be proven as an effective teaching method Provide valuable tools for teaching & learning components of the program Relatively easy to implement (equipment, facilities, training and support) Be cost effective Impact a large number of students and/or programs * Proposals will be ranked on a scale of 1-10 on each of the above items Technology Proposal Questions: 1. How does this proposal fit into the mission, vision and long-range plans of the college? (Consider your department, CCIT and the college as a whole.) 2. Does this proposal address a current need in your program? If yes, what? 3. What is the pedagogical basis of the proposal? 4. How will the proposal impact the educational (teaching & learning) process? How significant is this impact on your department/the college? 5. Is this proposal necessary for your program to maintain academic quality and credibility? 6. Can this proposal be combined with any other proposals or resources? Does it service any other department on campus? How many departments/programs would this proposal impact? 7. How many students would this proposal impact? How significant will the impact be? 8. Will additional staffing or training be required for your department or for CCIT? 9. What other alternatives/options are available to your department if this proposal does not go forward? Is this the most cost effective solution for your department and the college? Why did you pick this alternative first? 10. Estimate the life of this proposal before significant updates or changes need to be made. Carroll College CCIT Page 6

7 New Technology Planning Worksheet Fill in all applicable information regarding your project. Use it as a guideline for discussions with other departments and as a supplement to your proposal. Short description of the project: Department: Contact: Equipment: Be sure to include any specifics about the type of equipment. q Computers What is the expected lifecycle of the computer? q Virtual Desktops q Mobile Devices (specify i.e. laptop, tablet, clickers etc. q Software q Telephones q Network Drops q Power Outlets q Desks q Tables q White/Chalk Bd q Audio Visual q Other Furniture q Security q Other Quantity: Specify: Carroll College CCIT Page 7

8 New Technology Planning Worksheet List any additional materials or supplies that will be needed on an on-going basis (i.e., toner, paper, projector bulbs, etc.) Will there be any additional staffing requirements for this project? q Yes q No If yes, explain and note whether these will be full, part-time or work study positions. If yes, list any additional equipment or supplies needed for this position (i.e., computer, desk, office, etc.) List any special needs for lighting, air, sound, etc.: Will other activities/classes be displaced because of this? (discuss with Registrar) q Yes q No If yes, explain Do you already have funds identified for this project (i.e., department funds, grants, gifts, etc.)? q Yes q No If yes, list how much and from what source Additional Comments (please attach any supporting documentation that may be useful): Carroll College CCIT Page 8

9 Web Page Development Web page development is a special subset of the Technology Planning Guidelines due to its unique nature. CCIT is responsible for the development and general maintenance of web pages on the Carroll web site to ensure that technical standards are met. The Marketing & Communications department will consult with departments on content for the Carroll web site to ensure that graphic and publication standards are met. The accuracy of the information on department or program pages is the responsibility of each department or program. In order to meet the necessary technical and publication standards, the content and design of all web pages are subject to editing by CCIT and Marketing before they will be posted to the Carroll site. The Carroll web site consists of all web pages under the URL One exception is faculty-generated personal/course web pages. These pages may be designed and content created solely by the individual faculty member or in conjunction with CCIT and Marketing. If a faculty member would like to create their own personal/course web page, they may contact CCIT for software tools and any training or additional assistance. Web Proposal Guidelines: Web project requests are divided into the following three categories. Please note the process used for making each type of request and how the project will be evaluated for prioritization. Type of Project Request: 1. Update existing page(s) with new information i.e., text, photos, graphics 2. Request for new web page(s) i.e., a new faculty, department or program page 3. Request for new web-based applications i.e., broadcast of events, etc. Process/Prioritization: Text edits can be made by the departments. Please contact the Web Manager for access permissions. For pictures, please them to the Web Manager for posting. Type 1 requests are priority and will be completed as soon as possible. Use the attached Web Project Request Form. The Web Work Group (see below) will manage prioritization of Type 2 requests based on their current workload. Use the New Technology Planning process see page 5. Type 3 requests will be evaluated and prioritized through the Technology Planning process. Web Work Group Members: Jeff Wald, Web Designer Patty White, Director of Marketing & Communications Andy Allord, Web Programmer Loretta Andrews, Director of CCIT Carroll College CCIT Page 9

10 Web Page Development Type 2 Web Project Request Form Fill in all applicable information regarding your project. Submit the form to the Web Manager, Jeff Wald. Some information will be completed after meeting with CCIT and Marketing. Department: Contact: Short description of the project: Web Page components: Documents: q (Word, Excel, PDFs for download by user) Visuals: Photos q Graphics q (Provided visuals must be in digital format) Forms: Will the page ask the user to input any information? Y q N q Other: General Information: Who will the users of the page(s) be? Approximate number of pages project will require: Will this be a temporary or permanent addition to the Carroll web site? If temporary, what are the dates? Begin date: End date: If permanent, who will be responsible for updating information? Requested Completion Date: (Note: Project requests must be prioritized against current workload and other requests. It is not always possible to complete a project by the requested date.) Notes and comments: Carroll College CCIT Page 10

11 Software Guidelines & Computer Lab Request Form CCIT has campus-wide licensing for software indicated below. Each college owned computer is built with this software. All other software, for individual employee use or for academic use in computer labs, must be purchased by the department using the software. If your department purchases, then it is important that you budget for software upgrades every two years. Please use the worksheet below before purchasing or installing software on your computer or requesting that it be installed on lab computers. This will ensure that it is compatible with your computer, the lab computers, and the campus network and that CCIT can support it. Campus-Wide Software: Microsoft Windows Microsoft Office includes Word, Excel, PowerPoint, Access and Outlook Mail Microsoft Internet Explorer or Mozilla Firefox Web Browser Trend Micro Virus Detection software 7-Zip (to expand compressed files) FoxIt (to read PDF files) Lab Software Requests: It is very important that the following timelines are adhered to if you want to have a specific piece of software available in any of the computer labs on campus. CCIT uses a process called imaging when lab computers are set up each summer. One image of a computer for each lab is created. That image is then downloaded to each computer in the lab. Once a lab has been imaged it becomes extremely time consuming to go back and re-image or reinstall an additional piece of software. If these timelines are not met, CCIT cannot ensure that software will be available for use during the semester. The deadlines also provide CCIT adequate time to evaluate the software for compatibility with lab computers and the network. Software requests for individual office computers do not need to meet these deadlines. Semester: Fall Spring Summer Deadline: May 1 (prior to fall) November 15 (prior to spring) March1 (prior to summer) Those requesting lab software are encouraged to test their software in the labs prior to the start of each semester to ensure it meets their needs. CCIT will contact faculty with available times to test their software. Please fill out the form on the following page if you need software installed on lab or office computers and return it to the CCIT Help Desk in O Connell Hall. Carroll College CCIT Page 11

12 Software Request Form Please fill out one form for each piece of software being requested to be installed. Department: Contact: Software Info: Vendor Product Version Does the college currently own this software? Y q N q If yes, how many licenses? How do you plan on purchasing this software (if not already owned) and upgrades? Note: it is important that you budget for upgrades once every two years. From dept funds q From course fees q If you are using course fees, please answer the following: What is the current fee for the course? What is the average number of students in this course each year? Where do you want this software installed? On an office computer q In a computer lab q If it will be installed in a lab, please answer the following: Does this software come with your textbook? Y q N q In what lab(s) do you want this software installed? If you plan on teaching in the labs, what days and times will you need the lab? Additional Comments: Please return this form to the CCIT Help Desk in O Connell Hall Carroll College CCIT Page 12

13 CCIT Computer Hardware & Software Standards If a department would like to purchase a new technology out of its existing departmental or grant funds, it must meet CCIT standards. These standards ensure that devices will work on Carroll s network and that they can be supported by CCIT. If you are purchasing more than two computers through departmental funds, contact CCIT to determine if you will need to use the Technology Planning Guidelines (see page 4) before purchasing. It is a good idea to work with CCIT in placing your order to ensure that you obtain the best pricing. It is also important to remember that any purchases made of over $1000 is considered a capital purchase and will need to be depreciated over 3 years. This means that you will need to have 1/3 of the total cost available in your budget for three years to pay for the item. Please contact the Business Office if you have any questions about depreciation. CCIT Computer Standards: (updated January, 2013) Vendor Dell Model Optiplex for desktops, Latitude for laptops Processor: Current Intel CPU Hard Disk Size 40 Gigabytes or greater Memory 4 GB RAM or greater Network Card 1 GB Operating System Windows 7 x 64bit Software Office 2010 Monitor Flat Panel 19 or greater Contact CCIT for Apple Macintosh computer standards. Contact CCIT about any other devices including printers, copiers, scanners, tablet computers or virtual computing. If you need to purchase a computer, other than Dell brand, please contact the CCIT Director before you make your purchase. Carroll College CCIT Page 13

14 Technology Planning Meetings A representative from CCIT can be scheduled to attend the following meetings to obtain feedback from faculty, staff and students regarding campus technology and to help facilitate the technology planning process. Group: Department Chairs Meeting Directors level meetings for each Divisional Vice President ASCC Officers/Senate Faculty Assembly Carroll College CCIT Page 14

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