Technology Requests Policy (IT 200-007)

1.0 Purpose

This policy outlines the process for authorized faculty and staff to request additions, changes, or modifications to technology resources.

2.0 Definitions

Academic Committee - A group of individuals who review and provide final decisions for curriculum technology change requests.

Academic Subject Matter Expert (ASME) - An individual responsible for integrating the technology within the academic framework of a course or program.

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 User - An individual with official permission from the college administration to submit technology requests.

Curriculog - A curriculum management system used by educational institutions to streamline the process of creating, reviewing, and approving changes to academic programs and courses.

EMS Administrator - An individual responsible for maintaining and managing the configuration and functionality of an Endpoint Management system.

Endpoint Management System (EMS) - A system used to oversee and manage devices owned by an organization.

IT Tester - An individual in the IT department responsible for testing the technical requirements of a requested technology.

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

Technology - Any electronic hardware, software, and/or services that are utilized by Baker College.

3.0 Scope

This policy applies to all Baker College employees requesting technology for administrative or academic use. It outlines the request, review, and approval processes, ensuring that all technologies integrate securely and effectively with the college’s existing systems.

4.0 Policy Statement

Baker College requires that all requests for new or modified technology follow a structured approval process to ensure alignment with institutional goals, academic integrity, and information security. Requests are reviewed based on their relevance, compatibility, and educational or operational value.

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 College’s service request system and assign an IT Tester and ITSME.
  • The Curriculum Technology Approval Sheet (Document A) will be added to the service request for use by the  IT and Academic Testers.
• The IT Tester will work with the Academic department to designate a local individual to act as Academic Tester for the technology.
• A minimum of 6-8 weeks should be allowed for the following tasks to be performed prior to the implementation of a change:
  • Hardware and/or software investigation
  • Acquisition
  • Installation verification
  • Documentation
  • Technical/Compatibility testing
  • ASME testing and verification
  • Verification of  necessary en-masse deployment requirements
• 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 College’s service request system. 
• EMS Administrators will create a task associated with the ticket in the College’s service request 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 requirements of curriculum.
  • The completed 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 IT SME will work with the IT Leadership team as needed.
• After the requested technology has been procured campus IT will install technology as requested.

6.0 Responsibilities

Authorized Faculty and Staff

• Submit change request(s) to the Academic Committee via Curriculog for all curriculum technology modifications.

Academic Committee

• Review and provide a final decision for curriculum technology change requests.
• Notify IT of the final results of the change request decision.
  

EMS Administrators

• Receive notifications of pending technology requests via Curriculog or the College’s service request system.
• Assign IT SME and IT Tester duties to individuals for the sake of testing technology associated with approved requests.
• Monitor progress of the IT Tester and/or IT SME.
• Approve technology requests 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