Computer System Acquisition Policy

This document serves as the proposed Mercy College policy for Desktop, Computer Laboratory, Laptop, and telecommunications purchase and replacement.

College Information Technology Includes:
Any computer, networking device, telephone, network printer, high capacity fax machine, or other information technology which:

*is owned by the College or
*is licensed or leased by the College is subject to College policies

In addition, any information technology which:

*connects directly to the College data or telephone networks,
*connects directly to a computer or other device owned or operated by the College, and/or
*otherwise uses or affects College information-technology facilities is subject to College information-technology policies, no matter who owns it.

As of January 2, 2020, the college PC replacement policy for Desktop, Computer Laboratory, Computer Classroom, and associated equipment is based on a five year lifecycle turnover. Exceptions may be made for lab/classroom/learning areas where curriculum needs require newer hardware with the approval of both the Provost and Vice President for Finance and Administration, with the Vice President for Finance and Administration being the final arbiter. Hardware that is retired is not available for re-deployment and will be disposed of according to Mercy College policies and/or legal requirements in effect at the time.

Computing Equipment Allocation
Deployment of technology and technology services (e.g.: computer systems and telecommunications devices) is determined by Computer Services under the authority of the Vice President for Finance and Administration. While our preference is for each member of the faculty or staff to have a desktop computer, only a single system will be allocated to each employee: either a desktop computer or a laptop computer. The selection of a laptop requires management approval based on a business need and the allocation of multiple systems to an individual will require the approval of the appropriate executive and the VP for Finance and Administration. Grant funded and special activity systems will be allocated consistent with the grant or activity requirements and will be associated with the department and/or area receiving the grant. Upon completion of the grant or special activity, systems placement will be determined by Computer Services.

All systems will be acquired with the maintenance and warranty agreements that are appropriate for the expected system lifetime.

Funding
Funding for replacement systems will be centralized within the Computer Services capital hardware budget.

Funding for new hardware acquired for non restricted purposes (e.g. new hires, program expansion) must be budgeted as needed by the requesting department.

Funding for new hardware purchased for restricted purposes (grants, special programs, etc) will be provided by the department receiving the outside funds from a designated account for the activity. If outside funding is not available to replace the equipment at the end of the normal lifecycle and the activity is authorized to continue as Mercy funded, then the equipment will be replaced according to the above described policy.

The initial purchase of software, licenses and maintenance that is needed for a specific program, class, or grant is the responsibility of the requesting department or grant recipient, as is the cost of continued maintenance. Any software version upgrade fees will be the responsibility of the requesting department.

Accessories not part of the standard system configuration are the responsibility of the requesting department.

Hardware Selection
Vendor and hardware selection for computers is performed by Computer Services to allow for uniform support and operating system imaging across platforms. The minimum system specifications will be updated twice a year based on vendor system changes and posted on the IT web site. Systems purchased with grant funding may be non-standard hardware when necessary.