Frequently Asked Questions
What is the purpose of the Technology Renewal Program?
To ensure that the majority of standard-use, institutionally owned computers are fully capable of running current applications and any future upgrades or new applications anticipated during the projected planning cycle (currently three years) and to ensure that these computers can continue to be adequately supported.
Inventory
Does the program include computers and printers in student computer labs?
Yes, as long as the computers and printers are included in the official college computer inventory and have a renewal cycle assigned to them. Requests for new student facilities or additional student lab machines will need to be budgeted for by the school or administrative unit via the normal budget request process. If approved, the new systems will be added to the central inventory at time of installation, and become part of the renewal budgeting cycle, provided the machines meet the criteria for inclusion in the program.
How is the official college computer inventory maintained?
An initial inventory of all existing computers and networked HP laser printers was conducted over the summer and early Fall of 2001. Subsequent to that when a new computer is installed by ITS the necessary asset tracking software will be installed and the machine will be added to the official college computer inventory. If the computer or printer is a standard model it will be assigned a renewal cycle at that time. Throughout the year ITS will update the inventory via electronic and manual methods as computers are moved, installed, upgraded and disposed of.
Inventory reports are available for review on-line and indicate which machines are scheduled to be replaced in each fiscal year. Departments are asked to review the inventory report on a regular basis for accuracy, and make appropriate corrections or deletions. Departments are also responsible for verifying that any institutionally owned machines that are located off campus are included.
How can I be sure that my computer is included?
The computer inventory is available for viewing and reporting changes or corrections at the Technology Renewal Website.
How do you keep track of computers as they move around?
While the college prefers that you work with ITS to arrange for any computer moves throughout the year, it is *critical* that if you do move a computer that you notify Information Technology Services of the change by immediately going to the Technology Renewal Website and updating the location and owner information for that asset.
ITS needs to know where each computer is in order to plan to replace the machine. New machines are being leased, and must be tracked in order to adhere to the terms of our agreement with the leasing company.
Software
What if a piece of software that I am currently using does not work on the new system?
For specialized department-wide applications, ITS will work with your department to develop a strategy for how best to proceed including working with you to identify possible funding and develop various options. It is important to note that some older software is no longer supported by the manufacturer and may not work on newer systems. In these cases the college will work with you to help identify replacement software or other alternatives.
Hardware
What if an accessory that I currently use is not compatible with the new system?
The central renewal budget covers the replacement of the computer itself. Your department is responsible for the replacement of peripherals or accessories that will not work with the replacement (new) machine such as monitors or laptop port replicators (docking station).
What will my replacement computer be?
Each computer will be replaced with a standardized one of the same platform and type (desktop / laptop). We expect that the standardized machine will meet the needs of the majority of users on campus.
Will I be able to customize the configuration of my replacement computer?
No. Customizations are not allowed. Any additions / changes to your new machine will have to be budgeted for by your department and made after the replacement computer is installed.
What if someone wants to switch platforms (PC to Macintosh / Macintosh to PC)?
In the case of a platform switch that require additional expense (PC desktop to Apple laptop for example), the initial cost for the switch would need to be budgeted for by your school or administrative unit. The charges may change every year and are based on current pricing for the systems being purchased for the program. We try to project those changes as closely as possible for department budget planning purposes each fall; more details, including amounts, are posted in the yearly budget planning worksheet.
What happens if I need to replace a component in my computer? Who is responsible, and can we replace the component with a 3rd party product?
Departments are responsible for replacing worn-out or damaged components in leased systems. Leased computers must also be returned in as close condition as possible to original equipment, so when considering replacement parts, such as a new battery for a laptop, you need to obtain original manufacturer parts.
If a leased system is missing original components, the replacement costs will be assessed by the leasing company and will be passed on and charged to the department. (Please refer to Carl Sgrecci’s 4/14/2005 memo regarding Important Technology Renewal Equipment Lease Information.)
Budget
What if we need an additional computer or networked laser printer (ex: new staff/faculty position, new/expanded facility, out-of-cycle replacement)?
It must be budgeted for by the school or administrative unit via the normal budget request process and purchased by the department via the online ITS Catalog. If approved, it will be added to the central inventory at time of installation, and become part of the renewal budgeting cycle, provided that the machine meets the criteria for inclusion in the program.
Scheduling Replacements
My computer is scheduled to be replaced, but it’s fine for what I do. Can I skip the replacement this year?
It is not possible to postpone or skip the replacement. The machines are leased and must be returned to the leasing company at the end of the lease. In addition, postponing replacement would also be contrary to the purpose of the technology renewal process.
How are the replacements scheduled?
At the beginning of the fiscal year ITS will contact individuals, dean and vice president offices to let them know which computers in their areas are up for replacement in that fiscal year. They will have a limited period of time to indicate any significant changes. Prior to the actual replacement, the individual to receive the replacement computer will be contacted by ITS to get any specific information about configuration and to schedule a specific time for the replacement.
The ordering and installation process is spread out over a 10-12 month period. The summer (June 1st – October 1st) is reserved for student lab facilities, new faculty and other installations that must be completed while the students are away. Faculty and staff machines will be ordered and installed during the remainder of the fiscal year.
What if my department is unable to turn over a system on the date specified?
The existing systems are leased, and must be taken and returned to the leasing company by the lease end date to avoid any penalties for late returns or buy-out costs if the equipment is not returned. If a late fee or buy-out cost is assessed for the computer, your department is responsible for those charges (in most cases). We will work closely with each department to minimize this possibility.
What if a leased system is stolen, damaged or lost?
Each Ithaca College department is responsible for the computer equipment assigned to their area. Please refer to the Ithaca College Policy Manual for the correct procedure to follow in the event of a lost, stolen, or damaged college-owned or leased computer:
http://www.ithaca.edu/attorney/policies/vol2/Volume_2-238.htm