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Allocation of Technology Resources

Institutional resources will be directed toward technology that improves learning, expands and enhances the academic process, and increases the effectiveness and efficiency of the management of this institution. Priority will also be placed on improving student access to technology resources, including web-based learning resources, academic records and access to the library and Internet.

Anderson University provides the following resources and services to members of our community (students, staff and faculty):

a) A campus network with access to the Internet and network connections in all residence hall rooms, classrooms, offices, and other learning spaces.

b) Desktop computers for all half-time or greater faculty and for most staff. Access will be made available, although perhaps not by an individual desktop computer, for part-time/adjunct faculty and staff.

c) Access to printing resources via a network connection.

d) Network and email accounts.

e) Public computer labs for general use and specialized labs for specific academic uses

f) Multiple classrooms with permanent LCD projectors and desktop computers plus various audiovisual devices and network connections.

g) Web-accessible library information system.

h) Integrated and web-accessible administrative computer system

i) User support and training through ITS staff assisted by student workers.

j) Protection from computer viruses, worms and email spamming.

Desktop Computers

Desktop computers are primarily configured with the Windows platform. Macintosh purchases will be approved only where there is a demonstrated professional need.

Desktop computers will be configured in line with current technology standards, including a sound card (but not speakers) and DVD-RW drives.

Laptops are an option for those persons whose jobs require regular off-campus work or whose jobs required mobility within the campus environment (i.e. ITS staff doing network support). Laptop purchases beyond these categories will be decided on a case-by-case basis. Requests should be made through the normal budget process. Users are not permitted to have two University-owned computers assigned to them personally.

Faculty on sabbatical should make individual arrangements for access to computer resources during their sabbatical leave.

Printers

Networked printers are provided in many department locations and are intended for use by workgroups of 2 to 20 users. The features made available on the printers (i.e. duplexing, multiple paper trays) will be determined at the time of purchase and are dependent on cost versus demonstrated need. Provision of supplies (paper, toner) for assigned printers is available through Printing Services. Supplies are not provided for individual or departmentally-purchased printers.

ITS will supervise a maintenance contract for repair of printers, but this contract does not include regular preventative maintenance. Printers assigned to a department are intended to print one to five copies of any computer-generated document.

Multifunction digital copier/printers are available in many locations on campus. These devices are intended to serve as primary printers in some locations. Some have the ability to print and copy in color. Departmentally-based accounts are established and maintained through Information Technology Services. These devices are appropriate for 5 to 100 copies of digitally prepared documents.

Printing more than 100 or more copies should be directed to the high-speed printer in Printing Services for more favorable per copy pricing. Connection to this device can be arranged through ITS.

Determining the appropriate device to direct print jobs to is the responsibility of each individual user. Reports exist that enable a department to review monthly print volumes by device. The institution makes multiple types of devices available and recommends printing levels based on cost per copy. No printing is free; someone is paying for every page. Users are requested to think institutionally and assist in keeping printing/copying costs under control by selecting the most cost-effective device for each print job, or by providing the document digitally (student indicate they prefer this to “handouts”.)

Individual ink-jet printers (color or black-and-white) are not supported by ITS. Individuals who purchase them are responsible for their installation, maintenance and supplies. If these printers interfere with networked printer installation, they will be uninstalled.

Storage and backup

Network storage for files will be made available within reasonable limits. These limits are flexible and may be increased upon request. Excessive use of storage will be monitored and addressed on an individual basis. Data stored on network drives will be backed up on a daily basis and backups retained for 45 days.

Software

Campus software falls into three general categories, each with its own level of support and funding:

Universal software: those programs typically installed on every institutional computer. Support for this category of software includes installation, orientation for new users, and assistance in resolution of problems. This software is purchased and maintained with institutional funds.

Special software: those programs used for specialized, usually academic, purposes and made widely available for use in computer labs. Support is limited to installation and basic functionality. Faculty requesting the installation of this software in labs should be prepared to instruct students on its use. Decisions on the funding of this software (departmental, institutional or shared) will be made prior to the time of purchase. Consideration must also be given to on-going (maintenance) costs.

Departmental/individual software: programs that are used specifically in one department or by an individual to perform a specific function or process that is unavailable within the standard software configuration. Such software may be installed on one computer only, or may be hosted on network applications servers. Support is limited to installation only. Users should be prepared to support themselves in the functionality of the software. Purchase of this software will be from departmental funds; oversight of software licenses or maintenance fees may be managed by ITS when departmental funds are allocated and transferred to ITS for that purpose. Otherwise, the department or individual will be responsible for proper maintenance of licenses.

Before the purchase of non-standard software, ITS staff needs to assess the capabilities of the computers upon which the software will be installed, the compatibility of the software with our core network, or other technical requirements imposed by the software. Consideration must also be given to on-going (maintenance) costs.

Installation of personally-owned software on office computers MUST be congruent with copyright laws and/or licensing agreements implied by installation. Individuals are responsible for installation and must keep evidence of the software’s legality in their office in case of an outside software audit. If the software interferes with the intended functioning of that individual’s computer, ITS will return the computer to its original configuration and advise against reinstallation of the software.

Replacement Cycle

With rapid technological advances, regular replacement of computer resources is critical. Our goal is to replace all faculty and staff desktop computers every three to four years. In many cases, the newest machines will be placed in high-use locations such as student computer labs, or on the desks of those campus users requiring higher functionality, with a cascading of older equipment to less demanding situations. Annual review will be conducted to determine replacement or upgrading needs. Technology requests should come through the regular budgeting process (see below).

Special Needs

University employees requiring special accommodations due to physical limitations or health concerns should make those needs known to their supervisor. Accommodations will be made as necessary to allow the user to adequately perform tasks that are part of their written job description. Funding of these accommodations will be shared by the affected department and institutional computer funding.

Technology Request Process

Technology enhancements are funded through the normal budget process. At the time budget forms are submitted, department heads should also submit a survey of their current computer resources (Budget Form 3) and make requests for additions, enhancements and improvements – both hardware and software – for the coming year. ITS may also recommend changes in desktop computers based on the maintenance record of individual pieces of equipment or other known problems.

Computer technology items purchased by the University must be requested, approved and purchased through a centralized process no matter what the source of funds. This ensures compatibility, cost efficiency, and awareness of inventory on campus. Cost, consistency, functionality, life-span, supportability and overall quality are some of the factors balanced in the purchase of technology resources.

Individuals who bring personal computer equipment to campus for their own use should consult with ITS prior to bringing it to campus to assure that it will work within our standard environment. We will provide assistance to the best of our ability and available time; however we cannot guarantee that all equipment can be made to function within our environment. Before any personal computer equipment is allowed to be used on campus, it MUST have the campus antivirus software installed and a method for regular updating devised.

Departments that purchase computer equipment or software outside the process defined in these policies will receive no support for that equipment.

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