Technology Requests Policy (IT 200-007)

1.0 Purpose

The purpose of this policy is to provide authorized faculty and staff the process for requesting technological resource additions, changes, and modifications.

2.0 Definitions

Academic Committee - Provides review and final decision for curriculum technological change request.

Academic Tester - Individual responsible for testing the academic requirements of the requested technology.

Administrative Tester - Individual responsible for testing the administrative requirements of the requested technology.

ASME - Academic Subject Matter Expert responsible for integrating the technology within the academic framework of the  course or program.

Authorized - Having official permission or approval

Change - Hardware or software needs to be replaced by something else

Curriculog - Cloud-based curriculum management system

Curriculum - A defined and prescribed course of studies

EMS - Endpoint management systems

EMS Administrator - Individuals responsible for maintaining and managing software deployments to endpoints through the use of an EMS.

IT Tester - Individual responsible for testing the technical requirements of the requested technology.

IT SME - IT Subject Matter Expert responsible for obtaining the necessary technology and configuring it to work within the framework of Baker College’s IT systems.

Modification - An adjustment in hardware or software configuration

TDX Help Desk System - System used to submit end-user support requests to IT.

Technology - Electronic hardware and/or software

3.0 Scope

This policy applies to any technology needed by Baker College employees whether in an administrative or an academic aspect.  The policy covers the method used for requesting technology, the review process, and the approval or denial process.  The technology must meet the criteria of integrating with the existing environment at the college and must not present any security concerns.

4.0 Policy Statement

All Technology requests must go through either the Curriculum Technology Request process or Administrative Technology Request process (see Section 5.0 below).

Curriculum Technology Requests must be processed through the Academic Committee and fully tested and vetted by IT Testers before final approval.

5.0 Procedures

Curriculum Technology Requests

Curriculum Technology requests and Curriculum Technological Change/Modification requests are to be submitted by authorized individuals within Curriculog for approval by the Academic Committee.

• The individual requesting the change will act as Academic SME for this technology or another individual will be identified during the discovery process.

EMS Administrators will be notified of curriculum technological change requests via Curriculog automated notification.

EMS Administrators will create a ticket in the TDX Help Desk System and assign an IT Tester and ITSME. The Curriculum Technology Approval Sheet (Document A) will be added to the ticket for use by the  IT and Academic Testers.

The IT Tester will work with Academics to designate a local individual to act as Academic Tester for the technology.

A minimum of six to eight weeks should be allowed for hardware and/or software investigation, acquisition, installation verification and documentation, technical testing, compatibility testing, ASME testing and verification, and verification of  necessary en-masse deployment requirements prior to the implementation of a change.

The IT Tester and Academic Tester will sign off on the Curriculum Technology Approval Sheet (Document A) once the technology has been shown to work successfully on the Baker College network and within the needs of the curriculum. The signed form will be uploaded back to the assigned ticket and the ticket/task will be marked as completed.

The EMS Administrators will approve the corresponding Curriculog request.

Once IT indicates approval of a technology request, the Academic Committee will make a final decision on the approval of a change request.

Once final approval has been received by Academics and licensing has been obtained, campus IT will install the technology as requested.

Administrative Technology Requests

Admin Technology requests are to be submitted by authorized individuals via an Admin Technology Request ticket through the TDX Help Desk System.

EMS Administrators will create a task associated with the ticket in the TDX Help Desk system and assign an IT Tester and ITSME.

The IT Tester will designate a local individual to act as Administrative Tester for the technology. The Administrative Technology Approval Sign-Off Sheet (Document B) will be added to the ticket for use by the  IT and Administrative Testers.

The IT Tester and Administrative Tester will sign off on the Administrative Technology Approval Sheet (Document B) once the technology has been shown to work successfully on the Baker College network and within the needs of the curriculum. The form will be uploaded back to the assigned ticket and the ticket/task will be marked as completed.

The EMS Administrators will approve the technology request.

The TSS Manager will give final approval for the technology and give direction to ITSME on purchasing.

The ITSME will work with the Director of Purchasing and Procurements as needed.

Once purchase of the technology has been confirmed, campus IT will install technology as requested.

6.0 Responsibilities

Authorized Faculty and Staff

Change request(s) will be submitted to the Academic Committee via Curriculog for all curriculum technological modifications.

Academic Committee

Provide review and final decision for curriculum technological change request.

Notify IT of the final results of the change request decision.

EMS Administrators

Will receive notifications of pending technology requests via Curriculog or TDX Help Desk systems.

Will assign IT SME and IT Tester duties to individuals for the sake of testing the technology

Will monitor progress of the IT Tester and/or IT SME.

Will approve the technology request based on the findings of the IT and Academic/Administrative Testers.

7.0 Citations & Related Information

Document A: Curriculum Technology Approval Sign-Off Sheet

Document B: Administrative Technology Approval Sign-Off Sheet