Technology Acquisition Policy

PURPOSE

Educational Technology Services (ETS) maintains the hardware and software in all campus offices, computer labs, libraries and computers circulated by Media Services. The policy and procedure outlined in this document governs all requests for new technology.

REQUESTING TECHNOLOGY

Technology intended for use in the offices, computer labs, classrooms, distributed labs, libraries and circulated laptops must be requested during the College's annual budget process. Requests are evaluated for approval by ETS and when appropriate, academic leadership, based on need, compatibility, security compliance and cost. Free software, software updates and plugins must also be requested using the same process to insure stability and security compliance. Faculty software requests must first go through your Department Chair and or Dean. Student software requests must first go through their class instructor and Department Chair. 

ETS funds enterprise software and cloud service products that are used by the entire College, such as Workday, Webadvisor and Adobe Creative Suite. Specialized software, cloud services and subscriptions for use by individual administrative departments will also require evaluation and approval. Departments may purchase approved software, within their budget, with approval from ETS and the department head or budget manager. Academic requests must be received by May 15 prior to the following Fall Term to be considered for installation in the Academic Software build. The Software Request Form can be found here: ACADEMIC SOFTWARE REQUEST FORM

REQUESTS OUTSIDE OF THE BUDGET PROCESS

If there is a compelling need for software which was not approved in the College's annual budget, ETS can assist the requesting department in determining the cost of the system, which may include maintenance contracts, hardware and/or hosting services in addition to the cost of the software itself. ETS will work with the requesting department to determine funding.

Regardless of the software type, a compatibility study is required by ETS as part of the evaluation process before a software installation is approved. For more details about the compatibility study, please see the "Academic Software Installation Schedule and Testing" section below. Requests must be directed to the ETS helpdesk by email at helpdesk@cca.edu, by phone at 510.594.5010, or via the Helpdesk request form.

LICENSING REQUIREMENTS

ETS will not install software without proper licensing. A sufficient number of valid network or lab licenses must be obtained and provided for prior to installation. Licensing is generally determined by the maximum number of simultaneous users of a particular software title as opposed to the actual number of workstations that the software title should be made accessible.

For software used in the computer labs, ETS strongly encourages the use of software that allows for network licensing. Software that requires the use of individual hardware dongles or serial numbers tied directly to an individual lab machine is not recommended. If the requested software requires such licensing, ETS will work with the individual or department for an alternative software or consult with the software vendor to provide a network licensing solution.

APPROVAL

All software must be approved by ETS. In some cases, due to budget constraints, ETS will have an opportunity after the enrollment cycle and start of the Fall semester to revisit requests that could not be fulfilled in the first phase. Academic Software approved for purchase in the College's annual budget process are made known after the start of the College's fiscal year, July 1, along with other annual technology approvals. 

ACADEMIC SOFTWARE INSTALLATION SCHEDULE AND TESTING

Installing and testing new software, whether on CCA's network or other equipment (including lab workstations) is a time-consuming and often complex task. A compatibility study is required to evaluate and review the software, verify licenses, prepare for the installation, and install and test the application(s) in all requested areas. Faculty members should allow at least 14 days for ETS to complete its compatibility study, and this study must be completed before any software installation can take place. To ensure that the software will be functional when you want it, please adhere to the following deadlines:

Intended Semester Use Deadline
no cost software, updates, and plugins
Deadline
budgeted software
Fall July 1 Dec 7
Spring November 1 Dec 7
Summer (all sessions) April 15 Dec 7

The compatibility study is performed to:

  • Identify system requirements
  • Identify licensing options
  • Review security compliances
  • Install the application within the requested space
  • Test the application for compatibility (e.g. with our print system, networked storage accounts, etc.)
  • Test the application in concert with the requesting department to ensure it’s functionality meets instructional purposes (as needed).
  • Instructors are responsible for testing their specific software prior to instruction time. ETS will provide instructors with remote access to the lab computer image prior to the start of the semester so testing can be done from home.

After ETS has finished its compatibility study, new software will be installed by ETS staff. Academic software will be distributed to all workstations in the campus labs and teaching classrooms by imaging or patching procedures. This plan is designed to substantially improve the reliability rate of computer equipped teaching classrooms and labs.

ETS will inform the requestor when the software will be installed. The actual time for the installation is dependent on various factors - the size of the software, the number of machines it needs to be installed on, and the availability of those machines. In most cases, plan for at least a week for the installation process.

Lab machines are scheduled to be updated every Saturday at 4AM. ETS strives to update every machine at that time but unforeseen circumstances can lead to the software failing to install. If there is a time critical aspect to the software you are requesting, please make a note of it in your software request.

FAILURE TO COMPLY

Installation of software on CCA computers and systems that fails to comply with this policy may result in immediate removal of the software following a review by ETS staff.

Revised July 2016