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ITS Policies & Procedures

Academic Resources / Information Technology Services / Policies / Computing Device Lifecycle Policy

Computing Device Lifecycle Policy

Policy #: LFC.ITS.5
Date: 11/22/2023
Author: LFC ITS
Version: 1.0
Status: Approved

OVERVIEW

Employing up-to-date technology is pivotal to enhancing the productivity and operational efficiency within the College and supporting Information Security efforts. Extended maintenance and upkeep on older computing systems results in increased failure rates and drives up operational and support costs, which adversely affects the work, study, and research performed in our community. This policy is designed to ensure the timely replacement of computers and the removal of outdated computing devices from service, so they do not become a burden on support staff or adversely affect the College's Information Security posture through incompatibility with central management tools or lack of support for current operating system or application software updates.
In order to ensure that College personnel always have access to current computing technology and can efficiently fulfill the responsibilities of their jobs, the “Computer Lifecycle Replacement Program” was instituted in 2021. The program provides for scheduled replacement of computers for full-time employees every 4 or 5 years, depending on the computing platform. It also allows Information Technology Services (ITS) to wipe, reload, and re-deploy systems as needed to fulfill College computing demands (for example, for part-time staff, in shared computing labs, or as loaner devices) until equipment has reached “End of Life,” at which point, systems must be sanitized and disposed of in alignment with the College's Information Security Policy.

1. PURPOSE

The objectives of this policy are to:
  • Assure that the computing resources in offices, classrooms, and labs are adequate to support the mission of the institution.
  • Support employee productivity by regularly reviewing computing device functionality and providing upgrades or replacements as appropriate.
  • Improve technical support by standardizing the vendors and models of equipment.
  • Improve both operations and security via centralized endpoint management.
  • Create sustainable inventory processes and control costs.
  • Maximize return on technology investment by re-purposing older equipment for part-time staff, adjunct faculty, student workers, and loaner devices
  • Promote cost-effective installation of new equipment and environmentally sound disposal of old equipment.

2. SCOPE

This policy applies to the lifecycle replacement of Lake Forest College-owned computers, primarily general-purpose desktop and laptop machines purchased, maintained, and managed by ITS and assigned to full- and part-time employees.
This policy does not apply to peripheral equipment, office phones, cell phones, printers, scanners, audio/visual equipment, shared lab computers, servers, or other IT-related equipment. This equipment is replaced by ITS according to need, condition, and budgetary resources based on their analysis and judgment, support contracts, and established best practices.
This policy also does not apply to departmentally purchased or grant-funded computing equipment. Departments should budget to replace this equipment as needed. (This equipment is still subject to the Technology Acquisition & Vendor Management Policy.)

3. COMPUTING DEVICE ALLOTMENT

3.1 Device Assignments: ITS provides one computer and associated peripherals to each employee when job responsibilities require computer usage and provides shared-use computers and other peripherals in classrooms, laboratories, public computing facilities, and other academic and administrative offices. ITS assumes responsibility for management, upgrades, and repair of these devices. Replacement or upgrade of computers is based on a predictable schedule and a requirements evaluation of the job or function. ITS staff members carry out the work of replacing the computer and transferring College-related work files to the new computer. College staff members do not transfer personal files to the new computer.
3.2 Device Reassignments: To facilitate computer lifecycle efficiency, if an employee leaves the College, the replacement staff member will receive their predecessor’s computer provided there is at least one year remaining on its refresh cycle.
3.3 Unused Equipment: If ITS determines that equipment is not in active use, it will initiate an inventory review process to determine if the asset should be reassigned elsewhere in the College to optimize inventory assignment, control costs, and maintain security compliance. In these instances, User Services s hall reach out to the employee or department in charge of the unused equipment and gather more information. Ultimately, the device may be collected, wiped, and redeployed elsewhere to meet College needs.

4. DEVICE STANDARDS

4.1 Minimum standards: ITS sets minimum standards for hardware and software selected for use at the College. Equipment that does not meet College standards for performance, configuration, or warranty will not be installed, networked, repaired, or supported by ITS.
4.2 Sanctioned Equipment: All computing equipment purchased with College funds (including grant funds, capital funds, startup funds, departmental funds, gifts, or endowments) is property of the College. ITS acts as the purchasing agent for all college computing device purchases. Equipment purchased with non-ITS funds may not be included in the replacement cycle, nor allowed on the College network if it is deemed an unacceptable risk to other College electronic resources ("e-resources") and/or the College's Information Security program. See also the Technology Acquisition & Vendor Management Policy and the Information Security Policy, specifically Section 7: "Minimum access policy."
4.3 Sanctioned Vendors: ITS primarily uses equipment purchased from large manufacturers such as Lenovo and Apple and strives to use common models of computers and peripherals to ensure maximum compatibility and eliminate operational inefficiencies which result in environments comprised of excessively mixed PC hardware components and their accompanying drivers.
4.4 Exceptions to Standard Configurations: ITS recognizes that some faculty, staff, and students have different computing needs. Academic labs with specialized computers will be built into the lifecycle budget when possible. Faculty and Staff who require a non-standard machine that exceeds the cost of a standard lifecycle computer will be required to obtain departmental approval and their department will fund the difference in cost. Requests for non-default workstations (Windows or Apple systems with higher specifications) will require a written justification accompanied by approval from your Dean and/or Vice President. Submissions will need to be approved by the CIO.
4.5 Exceptions to standard allotments: Departmental approval and funding must be secured for any additional computers beyond the one provided by ITS per employee. ITS must also approve additional non-lifecycle computer purchases from a support perspective.

5. DEVICE LIFECYCLES

5.1 MacOS Devices: Apple computers shall be replaced at the end of a 5-year lifecycle.
5.2 Windows Devices: PC devices running the Windows operating system shall be replaced at the end of a 4-year lifecycle.
5.3 Lifecycle Replacement Process: Prior to the end of the lifecycle term, employees assigned an ITS-provided computing asset will be contacted by the ITS Endpoint Administrator or another member of the User Services team to select a replacement computer and to establish a date for the equipment exchange, where required applications will be installed and if necessary, data will be transferred.
5.4 Equipment Exchange: During a lifecycle replacement event, the employee's previous computing device must be returned to ITS before the employee obtains their new device. ITS will hold the old computer for a period of two weeks to ensure that all data was transferred properly during the lifecycle exchange.
5.5 Unexpected Replacements: If a lifecycle computer breaks and is unable to be repaired, ITS will replace the computer with a new machine (as long as budget is available). That computer then becomes the lifecycle machine for that employee with the lifecycle period beginning at the time of the new deployment.
5.6 Fiscal Limitations: All device lifecycle replacements are subject to available funding

6. OTHER CONCERNS:

6.1 User Responsibility: Employees are responsible for taking reasonable precautions in regard to Lake Forest College-owned computer equipment. Employees or their departments will be held responsible for damage to such equipment arising out of their negligence or misconduct. Desktop computing equipment should remain in the location where originally installed unless other arrangements are made with ITS. (Portable computers may be used at home or while traveling to support remote work.) Individuals or departments experiencing loss or damage to College-owned devices should contact the ITS Service Desk.
6.2 Maintaining Accurate Inventory: Departments should notify ITS of any intentions to move lifecycle computers so that ITS can maintain an accurate inventory location for College assets. Computers should not be moved, reassigned, or redistributed in any fashion without notifying ITS and obtaining approval.
6.3 Equipment Return: All lifecycle computing devices – including cables, mice, keyboards, and other peripherals included by ITS with the computer's initial deployment – must be returned to the College. There is no option for employees to purchase their assigned College-owned devices upon separation from the College or any other time; all College computing devices must be properly sanitized and disposed of according to Section 6 "Data Disposal Policy" of the Information Security Policy.
6.4 Opt-Outs: Faculty and Staff may choose to "opt out" of a lifecycle replacement when they are due. ITS will forward their eligibility to the following year and contact them during the next lifecycle replacement period. ITS recommends no more than one opt-out per device lifecycle and may refuse the opt-out request if continued use of the existing asset poses an unnecessary or unacceptable risk to the College's cybersecurity posture.

RELATED POLICIES:

Entry#: Date Version Notes
1 11/22/2023 1.0 Original policy, submitted for review
2 12/07/2023 1.0 Reviewed and approved by LITS Advisory Committee
3 01/03/2024 1.0 Reviewed and approved by the Senior Leadership Team

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