Canada College Technology Refresh

Process
Background
Fiscal Year 2019-2020 was the final year the college could have received funding from the
District for annual information technology refresh needs. Previously, Cañada College has relied
on District funding to continue our college efforts to keep information technology current. As a
result, the technology refresh policy described in this document is conditional and contingent
upon available funding and recommendations from ITS.

Administrative Policy Statement

Cañada College is committed to managing its technology resources in alignment with the
College’s Mission, and in a manner which is organized, intentional and cost-effective.

Overview
The purpose of this policy is to help address the technology life-cycle maintenance needs of the
College in a systematic, predictable and cost-effective manner. Also, we want to keep in mind
that all users are unique, so a clear set of criteria will be in place to set the standards required to
replace and/or refresh equipment.

ITS Annual Inventory Report

Each year, ITS will ensure that an accurate inventory of all computer systems within each
Department of the College has been conducted. In documenting a computer, the following
should also be noted:
1. type of the CPU,
2. additional resources allocated to a user (printers, dual monitors, docking station, etc.)
3. age of the device(s), and
4. warranty information.
The ITS Annual Inventory is updated at least once each academic year by April.

Types of Technology
Below are the main types of technology that are included in the Canada College Technology
Refresh Process.

Academic Computer Labs

Computer labs will be categorized into two tiers: Type A Labs and Type B Labs. Each tier will
be tied to instructional content requirements based on specialized equipment specifications
needed to run discipline-specific software. ITS will draft a recommended lab refresh cycle
contingent on funding.

Type A Labs
Type A Labs run discipline-specific software that requires moderate to higher-end
hardware. These labs may be on a 4-5 year refresh cycle and evaluated appropriately to
determine whether a refresh should be initiated.

Type B Labs
Type B Labs run basic to low-level applications and non-discipline specific software or
hardware. Replacement evaluation for these labs may be on a 4-6 year refresh cycle.

Standard Office Technology

Standard Office Technology includes all faculty laptops and staff workstations. This category
also includes all computer peripheral devices such as:
● keyboard,
● monitors,
● docking stations,
● mouse,
● tablets,
● scanner, etc.
All standard office technology may be evaluated for refresh every 5-7 years. Apple products
may be evaluated fro refresh every 4-5 years.

Special Use Items

This category includes specialized equipment, such as large screen multimedia computers,
facility sound systems, or other unique hardware. The replacement cycle for these items will be
evaluated on a case-by-case basis. All special use items may be evaluated for refresh every 3-5
years.

Copiers and Printers

Canada College uses both regional/shared printers and single/local printers in offices to meet
faculty and staff printing needs. Regional/shared printers have proven to be the best
economical printing option.
Single/local printers in each office present reliability problems and are the most expensive
approach to printing. Regional/shared printers are the most cost-effective method of printing
and are more easily maintained.
ITS is working on developing a districtwide plan which will enable each college to adopt a
shared approach to printing. Additional details will be provided as they become available.
Refresh Process
Technology plays a critical role in the College’s Mission. The following refresh process will be
followed contingent upon funding availability and recommendations from ITS to ensure that
computers on campus remain up-to-date.

Staggered Refresh
Allocation of technology, as with all budgetary items, is linked to the College’s planning and
budgeting process. Annually, the Vice President of Administrative Services will submit a
request to allocate funds for the annual refresh of computers and other technology. This request
will be determined from the highest areas of need identified in the Annual ITS Inventory Report.
Actual funding of technology refreshments will be based on the College’s available resources for
the upcoming academic year.

In light of limited resources and in effort to control costs and minimize disruption to the College’s
operations there will be a need to prioritize technology refreshments. Approximately 20% of the
College’s computer inventory may be eligible for refreshment based on the criteria below.

Evaluation Criteria for Refreshment

 Does ITS support the equipment?
 How long has the equipment been in use (age of equipment)?
 How frequently are repairs and work orders being requested to keep the equipment
running?
 Is the technology current?
 Are there other programmatic needs that need to be addressed?
 Are there any other factors that need to be considered?

With this policy, there is no need to request new computer equipment unless there are
programmatic or personnel changes. Main considerations for timing of the staggered refresh
include:
 Age of Equipment: The age of the equipment is a primary criteria. Under this criteria,
replacement of equipment is determined based on the ITS Annual Inventory Report.
 Programmatic Needs: The secondary criteria relates to departmental programmatic
needs and must be identified as well as prioritized through the College Program
Planning and Resource Request Process.

Refresh Timeline
 April: ITS provides Annual Inventory List to the VPAS
 May: VPAS reviews Annual Inventory List and the upcoming year’s budget. Discusses
refreshments of the highest need with supervisors and in consultation with ITS.
Refreshment decisions are made based on the Evaluation Criteria for Refreshment.
 June: VPAS notifies ITS of allocated funding and refreshment decisions.
 September: ITS presents recommended installation cycle, with least programmatic
impact cycle, for the upcoming academic year.
Out-of-Cycle Refreshment Process
Faculty and staff can request an out-of-cycle refreshment by following the steps below:
1. Confirm that at least one of the following conditions are met:
a. The workstation is out of warranty and repair is not feasible, or
b. There is adequate justification that the workstation does not meet the
requirements for the user’s job.
2. Put in a work order with ITS to have the equipment evaluated.
3. ITS will notify you and your supervisor of their recommendation.

Refresh Communication
A summary of proposed technology replacements, included an overview of technology that
needed replacing vs. technology that was funded for replacement will be prepared each spring
semester, approved by the Technology Committee and presented to the planning councils and
PBC. This summary will be available on the Technology Committee website for review by the
campus community.

Hardware Acquisition
All hardware acquisitions should be made in consultation with ITS and in alignment with the
SMCCCD General Services Purchasing Guidelines.

Standard Hardware
ITS has defined standards for workstation hardware, peripherals, and audio-visual equipment.
ITS will ensure these standards are re-evaluated periodically based on common needs, vendor
offerings, cost, reliability, supportability, quality and timeliness of vendor support.

All requests for standard hardware should be made in consultation with ITS. The SMCCCD ITS
Technology Standards are outlined and updated regularly on the Technology Committee
website. The approved hardware standards for administrative and academic applications are:
 Apple
 Dell
 HP Printers
 Lenovo

Non-Standard Hardware
Requests to purchase non-standard hardware must be approved by ITS and the department’s
respective Dean and Vice President. It is important to be aware that non-standard hardware
may not be maintained and supported by ITS in the same way as standard hardware. Before
purchasing non-standard hardware, the receiver of the hardware or department representative
must describe the source of external support for the hardware being purchased. This
information will need to be provided at time of the request for purchase of the hardware.
Software Acquisition
All software acquisitions should be made in consultation with ITS and in alignment with the
SMCCCD General Services Purchasing Guidelines. In order to request vetting and review of
new software, please fill out the ITS Software Purchase Request Form.

Theft, Loss, Breakage or Failure

Theft
Where a computer, or any other technology resource has been stolen, all employees are to
immediately contact your local police department and file a police report. Employees can then
notify Public Safety at (650) 738-7000, ITS at (650) 574-6543, and their Dean and/or Vice
President. ITS will follow up with a replacement recommendation.

Loss or Breakage
In the event that a computer, or any other technology resource is lost or broken, all employees
are to contact ITS immediately at (650) 574-6543, and contact their Dean and/or Vice President.
ITS will make a replacement recommendation and the department or the user will be
responsible for funding replacement costs.

Failure
In the event that a computer or other technology resource fails to operate as reasonably
expected, all employees should submit an ITS Work Request. ITS will evaluate the technology
and make a recommendation for how best to proceed.

Disposal
The College disposes of obsolete technology equipment in a manner consistent with the
guidance outlined in Board Policy 8.31 Disposal of District Policy. If you have technology
equipment that needs to be disposed of, please submit an ITS Work Request.

It is strongly recommended that old, broken, and/or out-of-date technology equipment that has
been decommissioned by ITS, be sent to surplus. It is recommended that this equipment not be
re-located and re-purposed on campus, so as to avoid students, faculty and staff being
encumbered by poorly functioning equipment, and to avoid leaving the College’s network
vulnerable.

Adopted from the following: Desert Community College District Technology Master Plan 2015-2020, Grossmont-Cuyamaca
Community College District Technology Plan 2012-17, College of Coastal Georgia Information Technology Refresh Policy, West
Valley Mission Community College District Technology Plan.