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Policy statement
Ownership: All technology equipment purchased by SUNY Cortland or the Research Foundation is owned by the respective entity, with Campus Technology Services maintaining custodial records. The College or Research Foundation retains ownership regardless of departmental or individual assignment.
Procurement: Standardization of computer hardware and procurement processes ensures efficient management and cost-effectiveness. All purchases must be approved by the department head, dean or associate vice president, and associate vice president for information resources.
Requests for equipment, software, and peripherals can be made via the online hardware software request system in myreddragon. Campus Technology Services staff will evaluate/review technical specifications for the equipment requests.
The Campus Technology Services staff will not support equipment that was not evaluated, procured, or approved prior to purchase.
Technology Lifecycle: The lifecycle for desktop and lab computers is typically five to six years. Specific areas may receive new technology sooner based on need and with prior approval.
Faculty Computer Replacement Program: A list will be created in the fall semester by Campus Technology Services, one for PC users and one for Mac users, that identifies faculty who qualify for a replacement computer in that budget year.
Information Resources will also determine the desktop/laptop replacement standard for faculty to choose from. Notifications will then be sent to faculty regarding their eligibility.
Non-standard platforms may be requested by sending written justification to their department chair and must be approve in consultation with the dean provost, and the associate vice president for information resources.
Research Foundation Purchases: Technology equipment purchased with funds from the Research Foundation must follow the processes outlined in the Research Foundation “Central Office of Technology Equipment” policy.
Items purchased with the RF funds, is owned by the Research Foundation. Replacement funding for this technology equipment and/or recurring maintenance costs (if necessary) should be planned at the time of procurement.
Requests for technology equipment that will be funded by the Research Foundation must be approved by the department chair, dean, director of research and sponsored programs, and the associate vice president for information resources.
Requests for equipment, software, and peripherals can be made via the online hardware software request system in myreddragon. Campus Technology Services staff will evaluate/review technical specifications for the equipment requests.
The Campus Technology Services staff will not support equipment that was not evaluated, procured, or approved prior to purchase.
Damaged Equipment: Employees are responsible for the equipment assigned to them. If an individual is experiencing any problems with their equipment, they should contact the Technology Help Center for support.
In cases of negligence, the employee or their department will be responsible for any costs incurred for either a repair or replacement.
Reassignment of equipment: Reassignment of equipment is done on a very limited basis; such as, a new employee using a computer of the employee they are replacing (and the computer has not reached end of service life). Please submit a ticket requesting the computer be assigned to the ne
Purpose:
Information Resources (IR) is responsible for State University of New York (SUNY) owned computer, software, and peripherals in ways that meet SUNY Cortland’s strategic priorities and support the mission of the University. To establish clear guidelines for the procurement, ownership, and management of technology equipment, software, and peripherals within SUNY Cortland, ensuring consistency, efficiency, and compliance with institutional and SUNY policies.
Definitions
Hardware – Hardware is defined as a physical piece of computer or other equipment that utilizes an
underlying software or firmware operating system to function or integrates with another piece of computer technology to function. Examples of hardware include, but are not limited to, PC’s, tablets, printers, data center hardware, network hardware, telephone products, and conference room related technology products.
Peripheral – An external device that connects to a computer to expand its capabilities. Peripheral devices are not essential to the functioning of a computer, but they enhance its functionality. These devices can be input devices, output devices, or both.
Software – Software is defined as any program, application, or applet, that requires installation on a PC,
tablet, or other devices. Software commonly requires a license or licenses for use. Software typically has
associated maintenance and support costs that provide for technical support and upgrades to the software. Maintenance and support costs are usually renewed on an annual basis and are priced as a percentage of the original cost of the software.
Cloud Services – Cloud services are comprised of hardware and software services that are typically offered
via subscription type service, requiring a monthly or annual fee to utilize the service. Examples include:
Infrastructure as a Service (IaaS) - a form of cloud services that provides virtualized computing resources (hardware) over the internet
Software as a Service (SaaS) - a software licensing and delivery model in which software is licensed on a subscription basis and is centrally hosted. SaaS applications are also known as Webbased software, on-demand software, and hosted software.
Platform as a Service (PaaS) - a form of cloud services that provides customers a complete platform (hardware, software, and infrastructure) for developing, running, and managing applications.