Effective Date:  02/28/2024

Owner:  PPAC

Team Members:  PPAC

1.0            PURPOSE

1.1              The purpose of this policy is to establish procedures and guidelines for the administration of IT hardware and infrastructure managed by Baker College.

2.0           SCOPE DETAIL

2.1             This policy is applicable to those who manage the IT infrastructure, those responsible for the procurement and management of hardware across the institution, and all individuals who utilize the hardware / infrastructure provided by Baker College.

3.0           DEFINITIONS

AUP

Acceptable Use Policy

CIO

Chief Information Officer

Data Center

Facility with dedicated power, Disparate paths Internet Services Provider, Heating and Cooling, and Security.

EAS

The Enterprise Application Services team

EOS

The manufacturer’s End of Support or End of Service date.

Hardware

Any equipment managed by IT that is used across the organization.

IDF

An Intermediate Distribution Frame or cable rack is used to manage communications between end user devices and the Main Distribution Frame (MDF).

ISS

The Infrastructure Security and Support team.

IT

Information Technology

MDF

A Main Distribution Frame (MDF) is a signal distribution frame or cable rack used to interconnect and manage communication wiring between itself and any number of intermediate distribution frames (IDF).

SLA

Service Level Agreement defines the level of service expected by a customer from a supplier.

SME

Subject Matter Experts are the individuals responsible for documenting instructions and reviewing the compatibility of a resource with the College’s systems.

Technology Request

A formalized procedure that approves technology installation, acquisition, contracts, and renewals for IT Resources.

TSS

The Technology Services and Support team.

4.0           GUIDELINES

4.1           Server and Infrastructure Hardware Acquisitions

4.1.1         Procurement

a.)              Enterprise hardware purchasing will be managed by the ISS and TSS departments.

b.)              New hardware should be standardized across the enterprise whenever possible.

4.2             Admin/Academic Hardware Acquisitions

4.2.1       Procurement

a.)              Campus specific hardware purchasing will be managed by the TSS department.

b.)              New and donated hardware must be submitted and approved through an Admin or Curriculum Technology Request prior to acquisition or installation.

c.)              New hardware should be standardized across the enterprise whenever possible.

4.3             Hardware Asset Management

4.3.1        Hardware Installation and Removal

a.)              Enterprise hardware installation and removal will be managed by the ISS department.

b.)              Campus (academic/admin) hardware installation and removal will be managed by the designated IT SME.

c.)              All servers, networking hardware, and endpoint devices must be inventoried.

d.)              All hardware decommissioning must adhere to IT procedures which include data sanitation processes to remove all data from drives and memory.

4.3.2       Hardware usage should adhere to all guidelines as specified by the AUP and manufacturer specifications.

4.3.3       Hardware life cycles are determined by manufacturer EOS date, the recommendations listed below, and system compatibility.

a.)              IT will make a determination as to whether hardware is repaired, upgraded, or replaced based on cost, the criteria listed in section 4.4, or other related factors (i.e. parts are no longer available).

b.)              IT may not repurpose EOS hardware to expand the number of technology devices supported.

4.3.4       The college disposes of technology, in accordance with IT procedures, utilizing the following methods:

a.)              Donations to schools and other nonprofits

i.)                 The college will not refurbish, rebuild or update equipment to be donated

b.)              Sell or exchange for credit on outstanding invoices with an established vendor

c.)              Recycled at an reputable recycling center

d.)              Given to employees or students for occasions or events approved by the CIO.

e.)              Other circumstances approved by the CIO.

4.4             Equipment Life Cycles

Category	Description	Replacement Time Frame
Laptop Computers	This category encompasses all laptop systems and could include all associated docking stations, accessories, and monitors as a single unit depending on compatibility with the new system.	The fiscal year following the 3rd year of use
Desktop Computers	This category encompasses all desktop computer systems and could include all associated accessories, and monitors as a single unit depending on compatibility with the new system.	The fiscal year following the 5th year of use
Security Cameras	This category encompasses all security cameras located inside and outside of buildings, this includes all associated accessories. Single or multiple units depending on compatibility with the video viewing system.	Replace on break/fix basis, technology advancements, or EOS (recording software dependant).
Security Card Access	This category encompasses all security access located inside and outside of buildings, this includes all associated accessories.	Replace on a break/fix basis, EOS, technology advancement, or software compatibility.
Servers and Storage devices	This category encompasses all servers and storage that perform activities supporting the academic, service and business goals of the institution.	The fiscal year following the 5th year of use, with an optional 2- year extension.
Networking Hardware	Including routers, core switches, firewalls, repeaters, edge switches, access points, and other connectivity devices.	Replace on break/fix basis, technology advancement, or EOS.
Imaging Peripherals	This category encompasses MFPs, printers, faxes, copiers, scanners, etc.  ID card printers are included in this category.	Replace on break/fix basis, technology advancement, or EOS.
Presentation Devices	This category encompasses projectors, interactive whiteboards, document cameras, TV’s, etc.  Digital Signage hardware is included in this category.	Replace on break/fix basis, technology advancement, or EOS.
Connectivity Media Infrastructure	This category encompasses the media that connect data/information stations together and comprise the network infrastructure.	Upgraded as technologies change or on a project basis.
Battery Backups	This category encompasses all UPS devices including the unit and batteries.	Units: Break-fix or EOS. Batteries: After the 3rd year of use.
Tablets and Cellular Equipment	This category encompasses all mobile devices with voice, text, and/or data capability operating on a commercial carrier’s wireless network (e.g. cellular telephones, MiFis, smartphones, modems, tablets, etc.)	Replace on break/fix basis, technology advancement, or EOS.

5.0           RESPONSIBILITIES

5.1              IT

5.1.1         The role of Baker College Information Technology is to ensure the IT environment and additional products and services are used to support the institution while striving to achieve the IT SLA’s.

5.1.2        IT SMEs shall be responsible for maintaining an audit process and overseeing the resolution of violations and variances.

5.2             IT Leadership

5.2.1        Responsible for recording hardware acquisitions and the start and end dates of contracts and agreements.

5.2.2       Provide reporting for contract and licensing expirations.

5.3             Faculty / Staff

5.3.1        Review potential donations or acquisitions of technology related hardware with Campus IT prior to obtaining them.

5.3.2       Employees are responsible for adhering to all guidelines posted within the AUP and the employee handbook.

5.4             Students

5.4.1        Students are responsible for adhering to all guidelines posted within the AUP and the student handbook.