STCC Hardware & Equipment Policy The Help Desk will be the primary point of contact for all related support requests. The preferred method of contact is via email at helpdesk@stcc.edu or, if email is unavailable, by phone at extension 4016 (755-4016) on the Campus phone system. Inventory: The IT Department will maintain inventory records for all computers (including notebook PCs, tablet PCs, etc.), monitors and printers in a manner prescribed by STCC Business Office. The STCC Business Office will maintain the inventory records for all other property and equipment. Computer Hardware Replacement Cycle: The IT Department has adopted a four (4) year rotation cycle for the replacement of Academic computer hardware (a policy for faculty and staff computer hardware will be developed at a future date). A three to four year rotation cycle is typically considered an industry best practice and will put the College in a much better position to keep up with rapidly changing technology. The IT Department will consider computer hardware more than four years old to be obsolete and unsupported. When computer hardware is replaced for any reason, the IT Department will make the final determination as to if and where that equipment will be redeployed on campus. Where labs are concerned, Deans and their Lab Technicians will meet with IT staff to review lab needs prior to each yearly purchase cycle. Minimum Computer Specifications: The IT Department will maintain a minimum specification for computer hardware. This specification will be reviewed semi-annually or as the hardware requirements for new software change. The rationale behind the specification is to provide hardware that will support the latest application software used at the College and to reduce the amount of aging or obsolete hardware the IT staff must support. The specifications for PC s will be based upon the IT staff s experience supporting users and computers running the latest versions Microsoft s Windows operating system and Office products. Additionally, the specifications for Apple computers will also be based upon input from Schools/Departments that use them for instructional purposes. While the specification(s) may be above recommended minimums, it is expected that all computer hardware meeting this standard will continue to function adequately for approximately three to four years and fit well into the four-year rotation cycle. Purchases: The STCC Business Office will stop/hold any Purchase Requests for computers, monitors, printers and other computer related hardware that have not been approved by the IT Department. Please contact the IT Department prior to requesting or purchasing any of the above equipment to receive a quote for supported equipment from an approved vendor. Unless otherwise specified, newly purchased equipment will be delivered to the Page 1 of 5
IT Department for inventory and configuration. IT Staff will then make final arrangements for delivery and installation at the end user s location. Grant Funded Purchases: The IT Department requests the opportunity to assist with grant requests to help ensure that the necessary IT resources are in place to support the requested equipment. Anyone planning to purchase computers and/or other related technology equipment with grant funding should coordinate with the IT Department prior to submitting the grant proposal/request so that we can properly prepare for your needs should the grant be awarded. Relocation/Reuse: Prior to moving or relocating any computers, monitors or printers users should contact the IT Help Desk. IT Staff will move the equipment, record the necessary information to adjust inventory records and reconfigure the equipment for the new location. If an existing computer will simply be reused by another employee, the IT Staff will reimage and configure the computer for the new user. The re-imaging process is important because it allows the IT Staff to ensure that the computer has all of the latest software updates, application versions and anti-virus protection as well as helping to identify any potential hardware problems. It also ensures that any personal information from the previous user is removed for privacy/security purposes. Disposal: Users with unwanted or unneeded equipment should contact the IT Help Desk and IT Staff will evaluate the equipment for disposal or re-deployment. Equipment identified for re-deployment will be removed by IT Staff. Equipment identified for disposal will be inventoried by IT Staff and users will be instructed to place a work order to have the equipment removed. Please do not throw old computer equipment into the dumpster. To help protect the environment and comply with regulations, this equipment is disposed of by a licensed recycling company. All College equipment is the property of the Commonwealth of Massachusetts and cannot be given away or donated without proper, prior authorization from the State. Printers: Users are strongly encouraged to print to department copiers whenever possible due the lower cost per page. STCC has adopted Hewlett Packard network laser printers as its standard. This standard will be reviewed periodically to ensure that the printing needs of the college are being met effectively. Printers will be replaced on an as needed basis providing a true business need has been demonstrated. Any new or replacement printers must be Novell network compatible, workgroup class laser printers. Network printers will only be deployed in computer labs or areas where they will serve multiple users and no other printing resources are available. Any new printers purchased, with the exception of non-networked (stand-alone), personal Laser or Inkjet printers, will be added to the Campus Printer Maintenance Contract, which will be utilized for repairs and maintenance that are beyond the basic Page 2 of 5
troubleshooting provided by the IT Department. Any service item or repair part costs not covered by the Printer Maintenance Contract will be the responsibility of the individual department requesting service. All requests for printer repair will be subject to verification of inclusion on the contract by the Help Desk and requestors will be advised accordingly how to proceed. The Printer Maintenance Contract will be reviewed semiannually by IT staff to determine the minimum printer specification that will qualify for contracted maintenance and any new printers will be added at that time. Personal laser and Inkjet printers will not be supported by the IT Department unless there is a documented requirement for use with a specific vendor s product. Personal laser and Inkjet printers will not be supported for use as a stand-alone, personal desktop printing solution and are not eligible for inclusion on the Printer Maintenance Contract. Miscellaneous Hardware and Peripherals: The IT Department will maintain a small inventory of parts (keyboards, mice, etc.) to facilitate the rapid exchange of non-working parts in an effort to minimize downtime while awaiting warranty replacement. The cost of upgrade parts, or replacement parts not covered under warranty will be the responsibility of the requesting department. Various other computer related hardware including, but not limited to digital cameras, handheld organizers and USB devices will only be supported when a legitimate business need has been demonstrated; and only to the degree necessary to get the device installed and functional. Proper operation of these devices is the responsibility of the individual user. Under no circumstances will the IT Department provide support for personal equipment or for the personal use of College equipment. General guidelines for the care and maintenance of computers, monitors and printers: Most pieces of computer equipment contain sensitive electronic components that can be adversely affected by shock, heat, dust and liquid. Equipment should not be dropped, bumped or handled in a rough manner. Equipment should be located on a sturdy desk or table, away from direct sunlight and other heat sources, and situated such that other objects (i.e. books, papers, furniture, etc) do not block the cooling vents. Food and drink should always be kept away from any computer equipment. The CPU (commonly referred to as the tower ) must not be placed directly on the floor. Use of an approved stand (6 inches or higher) or desk sling is required for a CPU that is not located on the desktop. This helps prevent the CPU fans from pulling in dust from the floor and reduces the chance of equipment being kicked or struck by a vacuum cleaner, broom or mop. Most equipment can be safely dusted off with compressed (canned) air and wiped with a soft cloth slightly dampened with water only. Do not use chemical cleaners unless they are specifically designed for computer/electronic equipment and be sure to power off all Page 3 of 5
equipment prior to cleaning or moving. Any questions regarding the proper cleaning and maintenance of computer equipment should be referred to the IT Help Desk. Physical security of computers in offices and computer labs: Computers and related equipment should be physically secured at all times. Faculty and staff offices should be locked when unoccupied. Computer equipment located in common or open areas must be secured with an approved security cable and lock. All equipment in computer labs will be secured with an approved security cable with a lock and access to computer labs will be controlled with swipe card locks and an alarm system. Computer labs should be locked and alarmed when unoccupied. All College owned computers will be configured by the IT staff with a setup (BIOS) password to prevent unauthorized changes to the hardware configuration. In addition to a setup password, all College notebook computers must be configured with a boot up password to help prevent unauthorized access to the contents in the event of loss or theft. Maintenance, repair and replacement of data projection systems: All requests for maintenance, adjustment, repair or replacement of data projection systems will be referred to the Director of Multimedia Services through the IT Help Desk. Maintenance, repair and replacement of telephones, FAX machines: All requests for maintenance, adjustment, repair or replacement of telephones and FAX equipment will be referred to the Director of Telephony Services through the IT Help Desk. Maintenance, repair and replacement of copiers: All requests for maintenance, repair or replacement of copier equipment will be referred to the STCC Business Office through the IT Help Desk. Acquisition of network equipment outside of IT: The IT Department will provide and support only business class network equipment. Network equipment designed for home or personal use will not be supported. Users shall not connect any device to any STCC computer equipment or to the STCC campus network without the written permission and involvement of the IT Department. This includes, but is not limited to servers, personal computers, notebook/laptop computers, printers, hubs, switches, routers, firewalls, wireless access points, etc. Loan of College Computers: The IT Department must have a properly completed and approved STCC Property Pass on file for all College owned computers and related equipment on loan to employees Page 4 of 5
working at home or elsewhere off campus. All property passes must be approved by a VP, Dean or department head and will not exceed a six (6) month period. In addition, the IT Department will maintain two (2) notebook computers for short-term loan to College employees. The notebook computers are available by request on a firstcome, first-served basis (reservation required) for employees traveling to College related functions and events. Requests for property passes or a loaner notebook should be made to the IT Help Desk. Page 5 of 5