Computer Hardware and Software Acquisition Policy : 4:10:11:00

Responsible Officer: Chief Information Officer

Responsible Executive: Executive Vice President for Business and Finance

I. SCOPE AND PURPOSE

Motlow State Community College (Motlow State) seeks to provide a coherent computing environment for the benefit of faculty, students, and staff so that needed information can be shared over the campus network structure and so that equipment and software acquired can be effectively and efficiently maintained and managed.

The objective of this policy is to provide information and guidance for the review, request, selection, purchase, and implementation of all technology related items.

II. DEFINITIONS

1. Information Technology (IT) – The department of Information Technology within Motlow State.
2. Hardware – Physical devices managed by IT, including but not limited to, computer desktops and laptops, monitors, phones, printers, copiers, etc.
3. Software – Digital assets managed by IT, including but not limited to, stand-alone applications, cloud-based applications, SaaS products, and any applicable licensing and/or subscriptions associated.

III. HARDWARE AND SOFTWARE

IT provides standard technology, both hardware and software, to all eligible full-time and permanent part-time employees, in an effort to maintain current technology on campus while maintaining a fiscally responsible environment.

1. The following employees are excluded from receiving a standard hardware setup under this policy:
   1. Adjunct faculty;
   2. Student workers;
   3. Part-time temporary employees;
   4. Third-party services; and
   5. Others
2. All technology hardware and software are recommended based on the following criteria:
   1. Suitability for campus-wide use;
   2. Performance;
   3. Campus network connectivity;
   4. Ease of maintenance;
   5. Cost;
   6. Site licensing availability;
   7. Security considerations; and
   8. Long term sustainability.
3. Current recommended hardware and software information is available from Information Technology (IT).

IV. ADDITIONAL REQUIREMENTS

All requisitions for hardware and software must be reviewed by the Chief Information Officer (CIO) and/or Director of Technical Operations before the Business Office proceeds with the creation of a purchase order.

Procurement card purchases of hardware or software can only be used by IT. All other departments must go through the requisition/purchase order process so proper authorization is granted.

V. SUPPORT LIMITATIONS

Departments purchasing the recommended hardware and/or software may expect to receive different types and levels of support for the items; therefore, departments must review current versions of hardware and software and consider support requirements before finalizing purchasing decisions.

Hardware and/or software that are acquired without review by the CIO and/or Director of Technical Operations may result in limitations and/or restrictions of the use of equipment and/or software on the Motlow State network.

VI. ROLE OF THE BUSINESS OFFICE

The Business Office personnel will inform IT of any requisitions submitted to them that have not been properly reviewed.  Additionally, purchases must comply with all Motlow State, federal, and state purchasing requirements and procedures.

SOURCES

HISTORY

IT policies require annual review as of 2021.

October 23, 2008; approved by the Leadership Council on June 21, 2016; Leadership Council was replaced by Institutional Oversight Committee in 2020

Annual Policy Review: February 12, 2021; June 29, 2023

Revised: July 1, 2021; June 29, 2023

IOC Approved Revisions: September 17, 2021; August 22, 2023

President’s Cabinet Approved Revisions: September 7, 2021; August 30, 2023

Effective Date: September 17, 2021; August 30, 2023