Penn State Harrisburg --- Software Acquisition guideline HG–SAP

1.0 Purpose
The purpose of this guideline is to outline guidelines for the acquisition of academic and administrative software at Penn State Harrisburg.  IIT has been directed by the Associate Provost and Senior Associate Dean to implement a Software Acquisition guideline. 

The policy here is developed for Penn State Harrisburg but the overall University Policy AD20 (Computer and Network Security) applies.

2.0 Effective Date:  The effective date of this guideline will be Mid semester, (September 30, 2005).

3.0 Scope
This guideline applies to all Penn State owned computers used by faculty, staff, students, contractors, consultants, temporaries, and other workers in the Penn State Harrisburg, including all personnel affiliated with third parties. This guideline applies to all equipment that is connected to the Penn State Harrisburg network.

Guideline

4.0 Software Acquisition – guidelines governing the request, acquisition, installation, and support of instructional software at Capital College 

a) All software acquisitions for department specific classrooms laboratories or research and paid for from departmental funds whether from grants and general funds must be approved in writing by the School Director or Budget Administrator if different from the Director.  In the case of grant funds, the project administrator must approve the purchase before the School Director authorizes the expense.

b) All software acquisitions including licensed software that is not paid and directly supports the conduct of University Business, must have the approval of the employee’s immediate supervisor and must have been obtained in consultation with IIT staff.

c) Any software purchased with tuition funds must be approved by the School Director following consultation with the Senior Associate Dean and the Financial Officer.  When tuition funds are used, a report should be prepared for distribution to students at an appropriate time.

d) Software requests for which central funds are requested must be submitted by the School Director to the Director of IIT, who will determine the costs of the products and all other expenses related to the purchase.  The purchase must be approved by the School Director and the Senior Associate Dean. Normally such funds are not used for software requests after new faculty are in service.  Such funds must have been requested before hire.

e) Some central and IIT funds will be set aside for the acquisition of upgrades and/or changes in operating systems and CORE software each academic year.  These funds will be administered by the Director of IIT in consultation with the Capital College Technology Advisory Group of the Strategic Plan (CCTAG) and the appropriate Faculty Senate Committees as well as software specialists within the University.

f) The annual budget will be based on the average expenditures of the last three years and the software replacement plans prepared by IIT.

g) Software is frequently licensed to a local area network (LAN) as a site license .  IIT plans and implements services for instructional and administrative technology at the College centrally.  IIT prefers to support software only on machines connected to the campus LAN.

5.0 Procedures

a) Submit your requests via the web forms at Harrisburg http://www.hbg.psu.edu/iit/mw2/forms.htm.  You can also obtain the form from Toni in E-302 Olmsted or your staff assistant.  If there is anything else you need for your class, please come to room E-302 at Harrisburg and let us know BEFORE YOU SUBMIT THE SOFTWARE REQUEST.   Don't order the software and then see us. You may be stuck with software that will not work in our facilities.*

b) * IIT Guideline Lab and Technology Classroom Software Selection. Remember that IIT must have your software at least 30 days before you need it in your class to guarantee that it will be ready. You are responsible for researching and discussing with us the software.  Upon funding approval, individual departments are responsible for obtaining software. This guideline is in effect Collegewide and applies to all new software installations for offices, general purpose labs or general purpose technology classrooms.

c) *The software must have a license and must be compatible with IIT General Purpose Technology Classrooms and General Purpose Labs operating system. The current operating system is Windows XP Professional with Service Pack two.

d) Once the software is approved it must be tested.  If the software fails to operate correctly, it will be removed from the machine.

6.0 Revision History

3/6/04

Last Updated: 19 July 2005, ryb2

OFFICIAL APPROVAL: 1-17-08 MSK5