Technology Renewal Program Details

Most standard use Ithaca College computers are purchased via IC Marketplace and will automatically be replaced every 4 years as part of the Technology Renewal Program. The purpose of this program is to ensure that the majority of standard use, institutionally owned computers are fully capable of running current or new applications and any future upgrades anticipated during the projected planning cycle to ensure that these computers can continue to be adequately supported. The Ithaca, LA, and London campuses are covered under the program.

Audience

This article is intended for staff and faculty.

Contents

College Inventory

The official college inventory of computers and networked printers is maintained by Information Technology. Also recorded with each asset is the assigned department, guardian, department, location, and renewal program status. Under Technology Renewal, the standard CPU, keyboard and mouse are replaced every four years (docking stations, scanners, speakers, and monitors are not part of the renewal program and departments need to budget for the replacement of these items separately). The replacement computer will be pre-installed with the current Ithaca College Network Software Bundle, which includes the Microsoft Office Suite, Web browser, E-mail, virus checking, and other software.

IT uses an electronic asset management system to automatically keep track of configuration information about the college’s computers. Additionally, college offices are asked to report changes in asset location, guardian, etc. to IT. Only computers assigned a renewal cycle in the official college computer inventory are eligible for the renewal budgeting process (i.e. if the computer is not in the inventory, a Z cycle machine, or is not part of the renewal program, it will not be replaced via the program).

Budget Information

Technology Renewal Eligible Systems

Computers that are currently in the renewal program will automatically be replaced, and departments do not need to budget for those needs (with the exception of Mac Pros - for more information reference the intercom article regarding this change).

Departments do need to plan for new standard equipment needs (including those for new staff or faculty positions) through the college's annual budget planning process. Once approved and funded, these purchases are then made by the department using IC Marketplace via the instructions listed in Purchasing College Owned Computers knowledge base article. The new equipment will automatically be added to the central inventory at time of installation and become part of the renewal budgeting cycle, provided that the machine meets the criteria for inclusion in the program.

Departments will have to budget for the replacement of those items not automatically replaced such as computer monitors, laptop docking stations, RAM upgrades, special keyboards, etc.

*All budgeting must be done using the sub code 8130 (small equipment).*

Custom / Non-Technology Renewal Eligible Systems

Custom computer hardware - such as configurations with additional RAM or storage - are not covered under the renewal program and departments will need to pay the difference between the standard computer configuration and the upgrade and will be responsible for this cost every time the configuration is replaced. 'Order on own' items such as bluetooth keyboards, monitors, docking stations, etc. are also not covered. The purchase and replacement planning of these items is the responsibility of the guardian department, using the college's regular budget planning and ordering processes. 

Departments are urged to work with IT and Procurement on their special needs equipment. IT and Procurement can assist with obtaining quotes, identifying vendors, reviewing service contract details, ordering, installation, etc. We are aligned with a number of technology vendors to obtain the best pricing under state contracts and other education incentives. If you wish to inquire about a custom configuration or hardware component upgrade, please reach out to IT and submit a Team Dynamix service request with your inquiry. 

Equipment Not Leased or Automatically Renewed

Not all of the technology assets owned by the college are leased or covered under the renewal program. Servers, workstations, computers used to control specialized equipment or applications, some specific-purpose systems, etc. If you are not sure if your equipment is covered, or have questions about what is covered and what is not, please contact IT.  

Standard vs. Non-Standard Configurations

Standard configurations are computers identified and configured by IT to be fully capable of running current or new applications and any future upgrades anticipated throughout the lease period to ensure that these computers can continue to be adequately supported. Configurations are reviewed periodically throughout the year and can change at any time. Standard configurations include office computers for faculty and staff, eClassroom machines, general-use machines, and the majority of lab computers. Technology renewal equipment orders are based solely on questionnaire responses to order the exact number of computers required. All orders are final and cannot be changed.

There will always be a need for equipment that requires a different configuration or model than the renewal program can provide. These systems are ordered as 'custom' equipment by your department and their renewal is handled outside of the renewal program via the college's annual budget planning process.

Please work with IT on your non-standard configuration needs as we can help identify vendors, assist with configurations, quoting, installation, as well as assist with the ordering process.  We will also tag and inventory the equipment when it arrives on campus.

Hardware Support

Computers and Network Printers

The college purchases and supports Windows and Apple desktop and laptop computers. The standard configuration for these items are listed in the Purchasing College Owned Computers knowledge base article. Please note that the models listed are subject to change as manufacturers update their products. For current configurations, please refer to the knowledge base article listed above and to the Technology Renewal FAQ regarding program information and about customizations.

IT does not support iPads and Netbooks and is not adding these devices as an option for the Technology Renewal program. Hardware in the Technology Renewal program must be able to meet the business needs of the users over the four year life cycle of the equipment. iPads and Netbooks do not currently meet that goal. Individual users and departments can purchase this equipment on their own but will then be responsible for all software and support needs.

Non-Networked Printers

  • IT supports HP personal laser and deskjet printers for use as attached printers in offices. 
  • IT will not network a personal laser or deskjet printer. 

Scanners, Smartphones and Cellphones

  • IT supports the HP Scanjet line.
  • Due to rapid changes in smartphones and cellphones, IT does not support a specific handheld brand or model.

Other Computer Peripherals

Other computer peripherals (projectors, monitors, speakers, docking stations, keyboards and mice, cables, external drives, etc.) are ‘order on own’ items and departments may make their own selection as to which manufacturer or vendor to use. Recommended docking stations can be found in the Purchasing College Owned Computers knowledge base article. If you would like IT assistance in installing the item, just call our Service Desk at 4-1000, and ask to enter a service request for the work.

Recycling

Leased Computers

Since the technology renewal assets are leased, they must be returned to the leasing company at the end of the lease or the college will be charged for replacement equipment. If a department would like to purchase a leased asset, IT will need to be notified in writing 6 months prior to the computer’s scheduled replacement time frame to make the appropriate arrangements with the leasing company. Buying out the computer also removes it from the renewal program, and it will NOT be replaced.

Non-Leased Computers and Computer Equipment

All used and/or obsolete computer-related equipment (CPU’s, monitors, printers, and accessories) that are not part of the Technology Renewal Program (or have been removed from the program) and have been designated as not suitable for campus re-use by IT are considered surplus. Please refer to the college's "Surplus Property & Computer Disposal Policy" for more information.

Renewal Cycles

Current Computer Cycle: C (Summer 2019 - Spring 2020)

Technology Renewal installations and questionnaire notifications are scheduled as follows throughout the year. While there are more departments listed as spring installations, the actual number of computers being installed in the Fall and Spring is approximately the same. Technology Renewal Area Coordinators will receive an email notifying them regarding their department's scheduled replacement date and will be responsible for sharing it with the rest of the department. Guardians will receive an email 7 days prior to their scheduled replacement date that includes helpful information about preparing for the install.

Summer: Labs and eClassrooms

Questionnaires are sent out beginning of April and are due back mid-April. Summer installations will occur between June 1st and mid-July. We work closely with lab coordinators and others to insure that summer classes are not affected.

Fall: Administrative Offices

Questionnaires are sent out the beginning of July and are due back mid-July. The majority of the fall installations will occur between the middle of September and early to mid-November.

Spring: Academic-related Offices

Questionnaires are sent out beginning of November and are due back mid-November. The majority of spring installations will occur between mid-January and March.

Details

Article ID: 515
Created
Wed 1/16/19 1:36 PM
Modified
Wed 11/6/19 1:39 PM