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Policy Statement:
This policy governs York College's acquisition of new equipment or software to ensure compliance with defined standards, optimal resource utilization, and alignment with institutional needs and security standards. Hardware and software must be reviewed by and acquired by LTS.
Purpose and Application:
This policy guides the procurement and deployment of technology resources at York College and York Country Day School, covering hardware and software acquisitions. It applies to all employees and technology resources funded and supported by the institution through LTS.
Scope:
This acquisition policy applies to all York College (YCP) and York Country Day School (YCDS) employees and all uses of technology resources provided by the institution's funds and supported by LTS employees. This policy applies to all acquisitions, regardless of cost. LTS will not install, maintain, or manage hardware, software, computers, or devices not acquired through LTS.
Standards:
York College adopts standard computer makes and models to ensure uniformity of support and bulk purchasing benefits while limiting exceptions to accommodate unique academic and administrative needs. Device models are reviewed annually to ensure that newly acquired equipment meets the median requirements of YCP users. Any requests beyond the standard require justification from the requester, approval by the requesting department’s Senior Administrator, Library & Technology Services (LTS), and the Provost, and payment by the department requesting the equipment.
Windows Desktop
The standard desktop computer is a current model of a Lenovo desktop with a limited warranty. This is the most cost-effective option for the college. Desktop computers come with a single standard-sized monitor, a wired keyboard, and a wired mouse. Please note that this device offers employees limited ability (RDP access only) to do remote work. The LTS Computer Baselines detail the specific hardware configuration for this item.
Windows Laptop
The standard laptop is a current Lenovo model with a limited warranty. This option allows eligible employees to shift to remote work as positions and situations dictate. Any docking stations, attached monitors, or other items are considered above standard and incur a departmental chargeback. The LTS Computer Baselines detail the specific hardware configuration for this item.
Apple iMac and Macbooks
Due to the higher costs, Macs will only be acquired when a Windows PC cannot meet the user's needs. All Apple devices require written justification and approval.
Tablets
These devices are classified as non-standard and limited to an Apple iPad. The department making the request will be required to pay for them and follow the same approval process as other non-standard devices.
Cell Phones and Cellular Devices
These devices are guided by a separate Cellular Devices and Services policy.
Non-Standard Devices
If an employee or department needs a computer that requires hardware components that exceed our standard configuration, a separate purchase with LTS is required. The purchase will require written justification demonstrating the need for teaching or research purposes. The justification will need approval from the LTS Department, the senior administrator of the requesting division, and the Provost before the purchase. All special order equipment will be paid for by the department making the request.
Monitors
LTS budgets funds to provide desktop users with a single monitor at no additional charge. When the monitor fails or is deemed out of date by the LTS Department, the monitor will be reviewed and replaced by LTS. If a monitor other than the standard, a dual monitor setup, or a monitor connected to a docking station for a laptop is requested, the requesting department is responsible for the full cost of the monitor upgrade.
Additional Peripherals: These must be acquired through LTS and paid for by the department requesting the equipment. This includes additional monitors (see below), specialized stands, monitor arms, specialized keyboards or mice, speakers, webcams, headsets, etc. LTS reserves the right to refuse requests for additional peripherals if LTS is not in a position to support them.
Printers
York College has adopted a regional printer initiative to reduce printing costs. Regional printers are acquired and managed through a contract with the College’s printing vendor. LTS and the Provost must approve all printer requests. Local printers require a detailed justification. LTS covers the regional printer leases and per-page costs, but the requesting department will be responsible for all costs for local printers and print supplies.
Centralized “EPS” printing is encouraged for larger, color, or complex print jobs. Users are requested to direct jobs to EPS whenever feasible because the costs of regional printing exceed EPS printing costs. LTS will not install, maintain or troubleshoot personal printers.
Purchasing Process:
All requests for new hardware purchases for YCP and YCDS will require written justification demonstrating the need for teaching or research purposes and approval from the LTS Department, the senior administrator of the requesting division, and the Provost. Departments exploring special order equipment or multiple computers must use the New LTS Project Request Form to submit the necessary documentation.
Computer Classifications/Assignments:
Employee Computers
Computers are assigned to a YCP or YCDS employee to complete job duties. Each department is responsible for covering the workstation startup costs for any new position. A primary workstation that is a standard Windows desktop or Windows laptop will be routinely scheduled for replacement and budgeted for by LTS. Apple, non-standard, and secondary machines are not on a replacement schedule.
Departmental Computers
Computers not assigned to a specific person (such as those that support adjunct instructors) are obtained at the department’s expense and must be acquired through LTS. Departmental computers should adhere to the standard computer models, except when necessary and approved by LTS and the requesting department’s Senior Administrator.
Lab Computers
Academic Computer labs are distributed across campus primarily for general use and come with standard software. A limited number of specialty labs with unique software or hardware needs are provided for specific departments. LTS will work with the faculty and the Registrar’s office to optimize the number of labs, their location, layout, and the count and type of computer equipment.
Special Purpose Computers and Devices
If a specialty tablet, computer, or other device is needed, the requesting department should submit the request and purchase the computer or device through LTS. The department will be responsible for future replacements of any special-purpose computer or device. The most common instances of this are dedicated systems attached to lab equipment.
Replacement Process:
Each year in early spring, LTS prepares a budget request for standard hardware replacements. During this period, LTS assesses the eligibility of devices for replacement. Priority is given to replacing computers based on data security concerns and whether they've reached the end of their replacement cycle. Academic labs with high usage receive the highest priority, while other labs may receive computers that are still usable but not brand new. LTS communicates with departments to confirm which departmental computers qualify for replacement and any vacant positions with ongoing searches. Certain devices such as tablets, non-standard devices, departmental computers, additional computers, printers, monitors, and machines provided to contractors are not eligible for scheduled replacements by LTS. Departments wishing to replace such equipment must budget for the cost themselves. The replacement cycle undergoes an annual review and may be adjusted by LTS and the Provost.
Data Security Considerations
Any device nearing end-of-life for OS security updates will receive priority replacement to ensure that any data processed on the system remains secure. Systems connected to specialized equipment that lose vendor support may continue operating with LTS permission, provided they are removed from network and internet access. Departmental, employee secondary, and special-purpose computers will not be included in the LTS budget. LTS will notify the department, and the department must cover replacement costs if the device is still needed
Employee Departures:
Leaving employees must return laptops, chargers, and other assigned mobile equipment to HR before departure. Supervisors must complete a Leaving Employee Ticket for all leaving employees to ensure that LTS equipment is properly managed in the transition. LTS will retain and reassign the computer to the new employee if an imminent hire is expected. If the computer has not been used for several months, LTS may reassign it to another position. If a current employee transfers to another department, their assigned equipment will not move to the new position.
Software Requests:
All software, apps, or freeware intended for installation on a YCP-owned device must be obtained and installed through LTS. LTS will manage licensing for software and any associated physical media. Software purchased with College funds cannot be installed on personal computers unless the license allows such usage.
Academic and administrative departments must request the review and installation of any specialized software through LTS. This process begins by submitting the New LTS Project Request Form.
Cloud-based software, accessed via the Internet, also requires review by LTS. This review covers contract examination, technical requirements, security and accessibility considerations, and necessary implementation and support needs. It is important to avoid duplicating functionality already provided by YCP-licensed software. Terms of license contracts vary, and software renewal requires re-evaluation beforehand.
Software purchase or installation requests must be submitted at least 90 days before the intended use. This ensures thorough vetting for proper educational licensing terms and compatibility with YCP systems. It also helps prioritize LTS resources in alignment with YCP's strategic objectives.
All questions must be directed to ltshelp@ycp.edu or 717-815-1559