Acquisition Policies

Policy for Acquisition and Support of College Technology-Based Resources

The York College Information Management Policy was designed to provide a framework for the management and growth of technology-based resources on campus. Since this policy was intended to be inclusive of all technology, it defines the policy toward technology resources in generic terms. Changes in the technologies available on campus require some areas of the plan to be addressed more specifically.

All equipment on campus is owned or leased by the College, and as such, the allocation of these resources is determined by the Dean of Academic Affairs and the Dean of Administrative Services, with the approval of the President. The allocation of these resources can change based on changing needs within the College. This policy specifically prohibits employees of the College from using or connecting personally-owned equipment or personally-owned software.

Information Technology is one of the fastest growing areas in the academic environment. If this technology is allowed to grow in an unmanaged fashion, the costs of supporting the infrastructure will rapidly expand beyond the College's ability to afford equipment and to manage the security of its assets. As a result, this plan is designed with a few governing principles, which follow:

Information Technology issues must be mission-driven. Technology will be planned and implemented in response to outcomes-based mission statements.
Technology must fit York College of Pennsylvania Institutional values. Technology cannot exist outside of the core missions of the College. Information Technology must be tightly integrated with the various academic programs and missions.
Information Technology is a resource. Technology should be considered a resource or tool to enhance educational programs as opposed to an end in itself.
Effective utilization of campus resources is a crucial goal. Space, staff, and resources are not infinite. As a result, the College should work to be a heavy user of existing technology as opposed to always leading the charge with new technologies. This goal also means that occasionally, people may be required to share resources or special-application laboratories. For instance, the primary purpose of the College's computer labs is to provide students with the computing resources necessary to meet their academic goals. In addition to this primary role, the labs also serve in a secondary capacity as an enhancement to the traditional classroom environment.
The need for standard or "officially supported" products (hardware, such as printers, and common software, such as word processors and spreadsheets) is important for two reasons. The cost of non-standardization is too high. Second, large-volume purchases are impossible, more staff members are required for training and support, and personnel must first access each user's configuration before adding hardware or software or resolving problems.
The Focus is on people, not technology. Appropriate training and support should be an important element in any information plan.

All requests for equipment on campus are evaluated using the above principles as guidelines. The Dean of Academic Affairs addresses all requests for equipment from the Academic Programs and the Dean of Administrative Services addresses all requests for equipment from the administrative areas on campus. These requests are then presented to the President through normal budget cycles.

The Department of Information Technology maintains responsibility for management of the College computer network and the oversight of any equipment connected to the network, as well as most computing resources on campus. There can only be one network and one management team. IT is responsible for the network security, computer maintenance, and software support of all College-owned systems. All computer equipment must be moved by IT personnel due to warranty specifications as stated in contracts with our vendors. Any equipment that is issued to a College employee must be returned when he/she ceases to be employed at the College.

Network access in this document is defined at two levels. These are:

Windows integrated (ability to access network programs and resources)
No access

Technology-based resources can be divided into several groups for the discussion of procurement policies. These include the following:

General-Purpose Desktop and Laptop Computers and Devices
Special-Purpose Computers and Devices
Copiers and Printers
Special-Purpose Software
Enterprise Hardware and Software Purchases

1. General-Purpose Computers and Devices

York College works to maintain reliable, high quality computer equipment that is on par with current technology. IT maintains responsibility for repair and support of these computers. These systems will all have full level-2 network access. The College has a replacement policy that spans three academic years for most computers. Equipment is replaced based on age and program needs. As a result, there is no need to request new computer equipment unless there are programmatic or personnel changes. Replacement equipment is determined as a result of an annual inventory that identifies the oldest equipment on campus. The Director of Information Technology meets annually with the Dean of Academic Affairs and the Dean of Administrative Services to identify the equipment to be replaced.

Any device that can be attached to a computer must be purchased through IT to ensure compatibility and supportability with the campus computing environment. Non-authorized equipment cannot be installed on College-owned systems due to warranty specifications, compatibility issues, and the fact that space, staff, and resources are not infinite.

2. Special-Purpose Computers and Devices

These are generally special-purpose systems and devices outside of the support of the Department of Information Technology. They are designated as instrumentation control or data acquisition systems and as such, the expectation is that no additional software will be utilized. These systems are requested through the normal budget procedures.

When an instrument is requested, the requestor will indicate whether network access will be required by that instrument. Based on this request, IT will develop a cost estimate and a statement of system compatibility for the requestor. Since these systems are outside of the inventoried computer pool, the cost and responsibility for maintenance, upkeep, and replacement must be borne by the requesting department. The department will also be responsible for meeting requirements for issues relating to security and safety of the equipment. These systems will have no network access as the level of virus protection and operating system security do not fall within the Information Technology Department.

When a specialized computer system is requested, the requestor will indicate whether network access will be required by that instrument. Based on this request, IT will develop a cost estimate and a statement of system compatibility for the requesting area. This statement will be provided to the requestor. Since these systems are outside of the inventoried computer pool, the cost and responsibility for maintenance, upkeep, and replacement must be borne by the requesting department. The department will also be responsible for meeting requirements for issues relating to security and safety of the network infrastructure. The network access levels of these systems will be determined at the time of acquisition by either the Dean of Academic Affairs or the Dean of Administrative Services in cooperation with the Director of Information Technology.

3. Copiers and Printers

All regional analog copiers are being replaced with digital multifunction devices under a previous long range plan. These devices allow users to print, copy, scan, and optionally fax over the network using one device. Because of the success of this technology, digital multifunction copiers will continue to be leased and deployed. This concept has lead to the decision to implement the same multifunction devices for regional printing. This will allow the user community to take advantage of additional functionality, such as scanning, and to experience the quality and reliability digital systems deliver.

The College has used both regional printers and single printers in offices to meet faculty and administrative printing needs. After a decade of mixing both techniques, it is clear that internal printing within College offices has proven to be most economically served using regional printers. Single printers in each office present reliability problems and are the most expensive approach to printing. Regional printers are the most cost-effective method of printing, they provide fast printing, and they are easily maintainable. For this reason, the IT department will no longer purchase or support non-regional printers (i.e. single printers in offices) past the length of the warranty on the device. If problems occur outside the warranty, IT will remove the printer and will dispose of it properly. The user will then print to his or her currently-installed network printer. If for some reason a network printer is not installed at the time that the non-working local printer is removed, please contact the IT Help Desk to request installation.

Single printers in offices will be considered special-purpose equipment. If there is a need for such printers, those special requests, along with the appropriate justification, should be submitted through the Department Chair and then through the Academic Dean's Office. In these special cases, printers will be acquired from a list of recommended printers that is updated as technology changes. The department purchasing the special printer may elect to purchase outside maintenance through IT for such devices, or they may choose to throw away the device after the warranty expires.

As always, users requiring high volume printing and security for printed material should rely on Academic Printing Services.

4. Special-Purpose Software

In April of 2002 the IT Department and the Information Technology Advisory Group (ITAG) Committee (the precursor to the IRC Committee) jointly formulated a campus-wide policy for purchasing and deploying special-purpose software for use on all College-owned equipment, including laptops and Smart Classroom computers. Only College-owned machines will be supported with special-purpose software, which is defined as discipline-specific software that is not of benefit to all departments.
All software is to be purchased through the IT department. If software is not purchased through IT, it will not be installed on any College-owned systems. IT is often able to purchase software products at reduced rates that are not available elsewhere. IT tracks software licensing and maintenance fees. IT also ensures that the correct versions for the College environment are purchased and ensures that software is available when needed. Both the initial and maintenance costs of special-purpose software are the responsibility of the requesting department, as special-purpose software is considered beyond the scope of campus-wide software that is used by all departments.
At times, freeware/shareware applications, Beta versions, or programs that require frequent updates and patches are requested on College-owned office and lab machines. Programs such as these will be considered on a case-by-case basis and are classified as unsupported software. These types of programs may be denied for a number of reasons, including (but not limited to) the following:

They may be bundled with adware or malware.
They may cause unexpected conflicts in the College’s environment.
They may interfere with the existing security features inherent to internet browsers.
There may be privacy concerns as sensitive information may be collected and stored on the company’s servers.
In no case will College-owned software be permitted to be loaded on personally-owned computers or computers owned by other institutions. Also, no personally-owned software will be loaded on College-owned machines.

5. Enterprise Hardware and Software

Large systems that function across departmental lines or provide functionality that could be used campus-wide are labeled as enterprise level systems. Following the governing principles of this document, effective utilization of resources and standardization are crucial to containing the costs and support posture of large systems. The College has made a significant investment in the Banner ERP system and will continue to build upon this system for future enterprise system considerations. Due to the database requirements of these systems and the hardware and networking considerations, it is necessary to centralize enterprise systems by procuring them through the Information Technology Department. However, the costs of such systems are not the financial responsibility of Information Technology but are the budget responsibility of the Senior Administrator of the requesting department. The following guidelines outline the priorities and procedures for procuring enterprise systems:

Priorities for enterprise software purchases are as follows:

Enterprise or campus-wide Banner programs – depending upon the nature of the program, these are usually purchased by Information Technology or Information Technology and a primary user.
Third party programs that interface with Banner – this software is approved and acquired by IT, and funded by the requesting department.

Process for requesting enterprise purchases:

Must have authorization from appropriate Senior Administrator to pursue a review for a cost estimate.
Clearly document a rationale, desired goals, and functionality.
Requestor may need to investigate Banner schools of similar size and scope to identify possible programs.
A demonstration or on-site visit is typically arranged with appropriate Information Technology staff participating.
If needed, a second, more general demonstration should be scheduled to include other departments that may be affected.
A cost estimate must be developed which will include implementation fees; hardware; software; infrastructure enhancements; and personnel, maintenance, and training requirements.
Budgets must be approved by the respective Senior Administrator, usually through the annual budget process.
A mutually agreeable implementation timetable must be developed in conjunction with Information Technology. The timetable will take College-wide priorities into consideration.

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	Acquisition Policies Policy for Acquisition and Support of College Technology-Based Resources The York College Information Management Policy was designed to provide a framework for the management and growth of technology-based resources on campus. Since this policy was intended to be inclusive of all technology, it defines the policy toward technology resources in generic terms. Changes in the technologies available on campus require some areas of the plan to be addressed more specifically. All equipment on campus is owned or leased by the College, and as such, the allocation of these resources is determined by the Dean of Academic Affairs and the Dean of Administrative Services, with the approval of the President. The allocation of these resources can change based on changing needs within the College. This policy specifically prohibits employees of the College from using or connecting personally-owned equipment or personally-owned software. Information Technology is one of the fastest growing areas in the academic environment. If this technology is allowed to grow in an unmanaged fashion, the costs of supporting the infrastructure will rapidly expand beyond the College's ability to afford equipment and to manage the security of its assets. As a result, this plan is designed with a few governing principles, which follow: Information Technology issues must be mission-driven. Technology will be planned and implemented in response to outcomes-based mission statements. Technology must fit York College of Pennsylvania Institutional values. Technology cannot exist outside of the core missions of the College. Information Technology must be tightly integrated with the various academic programs and missions. Information Technology is a resource. Technology should be considered a resource or tool to enhance educational programs as opposed to an end in itself. Effective utilization of campus resources is a crucial goal. Space, staff, and resources are not infinite. As a result, the College should work to be a heavy user of existing technology as opposed to always leading the charge with new technologies. This goal also means that occasionally, people may be required to share resources or special-application laboratories. For instance, the primary purpose of the College's computer labs is to provide students with the computing resources necessary to meet their academic goals. In addition to this primary role, the labs also serve in a secondary capacity as an enhancement to the traditional classroom environment. The need for standard or "officially supported" products (hardware, such as printers, and common software, such as word processors and spreadsheets) is important for two reasons. The cost of non-standardization is too high. Second, large-volume purchases are impossible, more staff members are required for training and support, and personnel must first access each user's configuration before adding hardware or software or resolving problems. The Focus is on people, not technology. Appropriate training and support should be an important element in any information plan. All requests for equipment on campus are evaluated using the above principles as guidelines. The Dean of Academic Affairs addresses all requests for equipment from the Academic Programs and the Dean of Administrative Services addresses all requests for equipment from the administrative areas on campus. These requests are then presented to the President through normal budget cycles. The Department of Information Technology maintains responsibility for management of the College computer network and the oversight of any equipment connected to the network, as well as most computing resources on campus. There can only be one network and one management team. IT is responsible for the network security, computer maintenance, and software support of all College-owned systems. All computer equipment must be moved by IT personnel due to warranty specifications as stated in contracts with our vendors. Any equipment that is issued to a College employee must be returned when he/she ceases to be employed at the College. Network access in this document is defined at two levels. These are: Windows integrated (ability to access network programs and resources) No access Technology-based resources can be divided into several groups for the discussion of procurement policies. These include the following: General-Purpose Desktop and Laptop Computers and Devices Special-Purpose Computers and Devices Copiers and Printers Special-Purpose Software Enterprise Hardware and Software Purchases 1. General-Purpose Computers and Devices York College works to maintain reliable, high quality computer equipment that is on par with current technology. IT maintains responsibility for repair and support of these computers. These systems will all have full level-2 network access. The College has a replacement policy that spans three academic years for most computers. Equipment is replaced based on age and program needs. As a result, there is no need to request new computer equipment unless there are programmatic or personnel changes. Replacement equipment is determined as a result of an annual inventory that identifies the oldest equipment on campus. The Director of Information Technology meets annually with the Dean of Academic Affairs and the Dean of Administrative Services to identify the equipment to be replaced. Any device that can be attached to a computer must be purchased through IT to ensure compatibility and supportability with the campus computing environment. Non-authorized equipment cannot be installed on College-owned systems due to warranty specifications, compatibility issues, and the fact that space, staff, and resources are not infinite. 2. Special-Purpose Computers and Devices These are generally special-purpose systems and devices outside of the support of the Department of Information Technology. They are designated as instrumentation control or data acquisition systems and as such, the expectation is that no additional software will be utilized. These systems are requested through the normal budget procedures. When an instrument is requested, the requestor will indicate whether network access will be required by that instrument. Based on this request, IT will develop a cost estimate and a statement of system compatibility for the requestor. Since these systems are outside of the inventoried computer pool, the cost and responsibility for maintenance, upkeep, and replacement must be borne by the requesting department. The department will also be responsible for meeting requirements for issues relating to security and safety of the equipment. These systems will have no network access as the level of virus protection and operating system security do not fall within the Information Technology Department. When a specialized computer system is requested, the requestor will indicate whether network access will be required by that instrument. Based on this request, IT will develop a cost estimate and a statement of system compatibility for the requesting area. This statement will be provided to the requestor. Since these systems are outside of the inventoried computer pool, the cost and responsibility for maintenance, upkeep, and replacement must be borne by the requesting department. The department will also be responsible for meeting requirements for issues relating to security and safety of the network infrastructure. The network access levels of these systems will be determined at the time of acquisition by either the Dean of Academic Affairs or the Dean of Administrative Services in cooperation with the Director of Information Technology. 3. Copiers and Printers All regional analog copiers are being replaced with digital multifunction devices under a previous long range plan. These devices allow users to print, copy, scan, and optionally fax over the network using one device. Because of the success of this technology, digital multifunction copiers will continue to be leased and deployed. This concept has lead to the decision to implement the same multifunction devices for regional printing. This will allow the user community to take advantage of additional functionality, such as scanning, and to experience the quality and reliability digital systems deliver. The College has used both regional printers and single printers in offices to meet faculty and administrative printing needs. After a decade of mixing both techniques, it is clear that internal printing within College offices has proven to be most economically served using regional printers. Single printers in each office present reliability problems and are the most expensive approach to printing. Regional printers are the most cost-effective method of printing, they provide fast printing, and they are easily maintainable. For this reason, the IT department will no longer purchase or support non-regional printers (i.e. single printers in offices) past the length of the warranty on the device. If problems occur outside the warranty, IT will remove the printer and will dispose of it properly. The user will then print to his or her currently-installed network printer. If for some reason a network printer is not installed at the time that the non-working local printer is removed, please contact the IT Help Desk to request installation. Single printers in offices will be considered special-purpose equipment. If there is a need for such printers, those special requests, along with the appropriate justification, should be submitted through the Department Chair and then through the Academic Dean's Office. In these special cases, printers will be acquired from a list of recommended printers that is updated as technology changes. The department purchasing the special printer may elect to purchase outside maintenance through IT for such devices, or they may choose to throw away the device after the warranty expires. As always, users requiring high volume printing and security for printed material should rely on Academic Printing Services. 4. Special-Purpose Software In April of 2002 the IT Department and the Information Technology Advisory Group (ITAG) Committee (the precursor to the IRC Committee) jointly formulated a campus-wide policy for purchasing and deploying special-purpose software for use on all College-owned equipment, including laptops and Smart Classroom computers. Only College-owned machines will be supported with special-purpose software, which is defined as discipline-specific software that is not of benefit to all departments. All software is to be purchased through the IT department. If software is not purchased through IT, it will not be installed on any College-owned systems. IT is often able to purchase software products at reduced rates that are not available elsewhere. IT tracks software licensing and maintenance fees. IT also ensures that the correct versions for the College environment are purchased and ensures that software is available when needed. Both the initial and maintenance costs of special-purpose software are the responsibility of the requesting department, as special-purpose software is considered beyond the scope of campus-wide software that is used by all departments. At times, freeware/shareware applications, Beta versions, or programs that require frequent updates and patches are requested on College-owned office and lab machines. Programs such as these will be considered on a case-by-case basis and are classified as unsupported software. These types of programs may be denied for a number of reasons, including (but not limited to) the following: They may be bundled with adware or malware. They may cause unexpected conflicts in the College’s environment. They may interfere with the existing security features inherent to internet browsers. There may be privacy concerns as sensitive information may be collected and stored on the company’s servers. In no case will College-owned software be permitted to be loaded on personally-owned computers or computers owned by other institutions. Also, no personally-owned software will be loaded on College-owned machines. 5. Enterprise Hardware and Software Large systems that function across departmental lines or provide functionality that could be used campus-wide are labeled as enterprise level systems. Following the governing principles of this document, effective utilization of resources and standardization are crucial to containing the costs and support posture of large systems. The College has made a significant investment in the Banner ERP system and will continue to build upon this system for future enterprise system considerations. Due to the database requirements of these systems and the hardware and networking considerations, it is necessary to centralize enterprise systems by procuring them through the Information Technology Department. However, the costs of such systems are not the financial responsibility of Information Technology but are the budget responsibility of the Senior Administrator of the requesting department. The following guidelines outline the priorities and procedures for procuring enterprise systems: Priorities for enterprise software purchases are as follows: Enterprise or campus-wide Banner programs – depending upon the nature of the program, these are usually purchased by Information Technology or Information Technology and a primary user. Third party programs that interface with Banner – this software is approved and acquired by IT, and funded by the requesting department. Process for requesting enterprise purchases: Must have authorization from appropriate Senior Administrator to pursue a review for a cost estimate. Clearly document a rationale, desired goals, and functionality. Requestor may need to investigate Banner schools of similar size and scope to identify possible programs. A demonstration or on-site visit is typically arranged with appropriate Information Technology staff participating. If needed, a second, more general demonstration should be scheduled to include other departments that may be affected. A cost estimate must be developed which will include implementation fees; hardware; software; infrastructure enhancements; and personnel, maintenance, and training requirements. Budgets must be approved by the respective Senior Administrator, usually through the annual budget process. A mutually agreeable implementation timetable must be developed in conjunction with Information Technology. The timetable will take College-wide priorities into consideration.	Apply Online Majors Financial Aid/Costs Visit Us Campus Map & Virtual Tours Schmidt Library Contact Directory YCP Facts at a Glance Bookstore News & Events Sports Information Message from the President