York College Refresh Policy
1. Introduction
This Computer Refresh Policy aims to establish a structured and sustainable approach for the periodic replacement and upgrading of computer hardware across the University campus. The goal is to ensure that all faculty, staff, and student computer systems remain up to date, reliable, and capable of supporting academic and administrative functions efficiently.
2. Objectives
· Maintain up to date computer systems to enhance productivity and user experience.
· Ensure compatibility with the latest software and technological advancements.
· Provide current security protections from cyber-attacks and threat sponsors.
· Minimize downtime and maintenance costs associated with aging hardware.
· Optimize budget allocation and funding resources for hardware refresh.
3. Policy Scope
This policy applies to all University owned desktop computers, laptops, tablets and mobile devices used by faculty, staff, and students.
4. Refresh Frequency
· Faculty and Staff Computers: Every 5 years and as funding allows.
· Student Lab, Classroom and Drop-In Computers: Every 4 years and as funding allows.
· Dedicated Workstations: Every 6 years or when no longer supported and as funding allows.
· Specialized Workstations (e.g., for research or high-performance needs): Depending on usage and technological advancements, could be on warranty expiration, security risk, support life cycle and as funding allows.
5. Funding Sources
Tech Fee: There is an allocation in tech fee that allows for yearly procurement of student systems
Centralized Funding: Various departments have an allocation to cover the costs of the computer refresh for staff. This budget is reviewed and approved annually by the University’s finance committee.
Budget Department: Our budget department in consultation with Information Technology reviews technology needs on a yearly basis to establish costs towards the computer refresh for faculty and staff.
Departmental Contributions: Departments from time to time contribute from their own budgets
6. Resources and Implementation
IT Department: The IT department is responsible for the planning, procurement, and deployment of new hardware. This includes conducting needs assessments, managing vendor relationships, receiving and preparing hardware, scheduling with departments, faculty or staff and ensuring timely installations.
Inventory Management: A detailed inventory of all computer hardware is maintained to track age, condition, and refresh schedules. This includes the management of the entire fleet for support onsite or remotely.
Salvage and Electronic Waste Disposal: All returning used equipment is re-processed for either re-use, re-purposed or for electronic waste disposal. This includes removal from initial location, inventory storage, scheduling data removal and securing as well as working with campus e-waste management.
Standards and Specifications: Standard hardware specifications are established based on user needs, industry standards and cyber security capabilities. These specifications are reviewed annually.
7. Timings
Annual Review: The IT department conducts an annual review each spring to assess the current state of computer hardware and identify units due for replacement in the upcoming fiscal year.
Procurement Timeline: Orders for new hardware are placed by the end of the spring semester to ensure delivery and installation during the summer break.
Deployment Schedule: New computers will be deployed during the summer break to minimize disruption. Any remaining installations will be completed during the winter break.
8. Annual Inventory
All computers are physically audited annually to satisfy property management policies set by Central. Mobile devices are requested to be brought in during this period which is usually during the spring and summer months.
9. Conclusion
The implementation of this Computer Refresh Policy ensures that our University’s technological infrastructure remains current, reliable, and capable of meeting the evolving needs of our academic community. By following a structured and well-funded approach, we can optimize resource allocation and enhance overall operational efficiency and continually improve the computing experience.
10. Policy Review
This policy is reviewed and updated every two years by the IT department in consultation with the University’s finance committee and departmental representatives. Any changes will be communicated to all stakeholders in a timely manner.
