Chapter Five: Fiscal Affairs
Procedure Title: Technology Lifecycle
Based on: Board Policies
Procedure Number: 5.31
Date Adopted/Revised: May 17, 2010; November 30, 2015; July 25, 2016; August 9, 2017
- Equipment Purchase
- All network devices, computer systems, and classroom technologies must be purchased with the advice of the Chief Information Officer and consent of the President. Upon approval, copies of purchase orders for technology shall be forwarded to the Chief Information Officer and the Business Office staff charged with inventory oversight. Upon receipt of controlled equipment assets, Office of Information Technology (OIT) staff will deliver packing slips to the inventory control officer who shall issue control tags and create corresponding entries in the inventory database. OIT staff will note the assigned control numbers near the manufacturer's serial number when securing received equipment and affix the issued control tags as equipment is unpacked and processed. Untagged equipment is not to be removed from secure storage.
- Individuals requesting new or upgraded computer systems or classroom technologies may be required to provide a written justification for their request. Budget officers must obtain approval of their supervising Executive Cabinet member before expanding the technology base of the College.
- Equipment Lifecycle
- In order to maintain a modern computing environment, the Chief Information Officer shall request sufficient funds to replace and/or upgrade twenty percent (20%) of the computer equipment installed in classroom, tutoring, testing, and library spaces as part of the annual budget process - in addition to seeking funding to enhance, repair, and/or replace classroom technologies.
- Upon replacement, all displaced systems, regardless of initial funding source(s), shall be reallocated by the Office of Information Technology with guidance from the President and Executive Cabinet members. Creation of new academic spaces using displaced systems is strongly discouraged.
- Equipment Purchased With Restricted Funds
Unless specifically forbidden by grant guidelines, state or federal statutes and/or regulations all equipment purchased with grant or other restricted funds shall be transferred to the college's general equipment inventory upon termination of the grant, equipment replacement, or after five (5) years from the date of purchase.
- Surplus Equipment
Computer or electronic equipment shall be considered surplus and shall be disposed of following the Marketing and Redistribution Section of the Office of State Procurement of the Department of Finance and Administration (M&R) guidelines and regulations once the equipment has met the following criteria:
- The OIT has determined that the equipment is not currently needed by SouthArk and/or that the equipment is obsolete for further SouthArk use; or
- There is a back stock of similar used equipment which has been held by SouthArk for more than six (6) months; parts stock may not exceed ten percent (10%) of installed inventory.
- The OIT may transfer obsolete or otherwise unneeded equipment to the Business and Technology Division for the purpose of teaching the repair, maintenance, and upgrade of computers; all such equipment shall be prepared as if being transferred to M&R prior to transfer. Equipment in this category shall not be counted against the ten percent (10%) back stock inventory cap. In addition, the OIT may with the President’s consent transfer obsolete or otherwise unneeded equipment to other state or local agencies as permitted by state regulations.
- All hard drives of surplus computer equipment shall be degaussed and be otherwise prepared for sale within ninety (90) days after being declared surplus; an inventory all surplus equipment shall be submitted to M&R within one hundred and eighty (180) days.
- Software Purchase
- All software must be purchased with the advice of the OIT and consent of the President. Upon approval, copies of purchase orders for technology shall be forwarded to the OIT and the Business Office staff charged with inventory oversight. Upon receipt of installation media and license documents, OIT will make file copies for department records and forward original license documents to the business office for retention. Software purchases cannot be approved without a review of ongoing maintenance and annual licensing costs.
- Faculty needing software installation in one or more of the College's classroom spaces must submit a request via the OIT work order system no less than two week days prior to the required installation date. OIT staff will not install software without supporting license documentation.
- The College will uninstall any software title requiring annual licensing upon termination of the license agreement. Departments electing to terminate vendor support or utilizing older software titles may be required to purchase support, adopt replacement applications, or uninstall software applications should OIT staff be unable to resolve ongoing technical issues with adopted software applications.