San Juan College

to:                 all San Juan College staff and full-time and adjunct faculty

from:           dr. carol j. spencer, President

subject:     life-cycle funding for computers

date:            October 24, 2003

Computers will be maintained on a four year life-cycle.  Every year in July, 25% of the installed computer base, as determined in January of that same year will be replaced.

 

1.                   In January, the Office of Technology Services (OTS) will produce a report detailing the current installed base of desktop and laptop computers.  This report will form the basis for the next fiscal years funding for replacement computers.

 

2.                   In July, OTS will produce a report detailing the current installed base of desktop and laptop computers for the previous fiscal year.  This report will be used for audit purposes.

 

3.                   Computers to be replaced will be determined by OTS based on the four year life-cycle. 

 

4.                   Once a computer has been replaced, the old computer will return to the general inventory of the institution and will either be re-deployed by OTS based on the life-cycle replacement plan or turned over for surplus. 

 

5.                   Computers purchased with grants funds will not be included in the replacement cycle until they have first been replaced through use of departmental funds.

 

6.                   Computer Labs will generally be replaced on a two to three year cycle, in order to make the latest equipment available for student use.  Equipment taken from Computer Labs will then be placed with faculty and staff in order to continue using the equipment for the entire four years of the life-cycle.

 

7.                   Existing computers (old computers) cannot be placed into operation where no computer existed before.  All new computer needs must be filled by purchasing a new computer out of departmental or other operating funds.  It is assumed that if it is a function important enough to need a computer then it is important enough to purchase out of departmental funds.

 

8.                   SJC employees will only be allowed one computer for replacement purposes.  If an employee needs more than one computer due to extraordinary circumstances, then the extra computer(s) must be replaced through the regular departmental budgetary process and will not be included in the institutional replacement budget.