VCOM Institutional Policy and Procedure Manual

Edward Via College of Osteopathic Medicine

Policy Order No.: U009 Effective Date: September 15, 2011 Revised Date: November 7, 2012, December 19, 2012

Signature on File __________________________ Dixie Tooke-Rawlins, D.O. Dean and Executive Vice President

Signature on File __________________________ James F. Wolfe, Ph.D. President ____________________________________________________________________________________

VCOM IT Equipment Procurement/Asset Management and Configuration Policy and Procedures ___________________________________________________________________________________________

1. PURPOSE The purpose of the IT Equipment Procurement/Asset Management and Configuration Policy and Procedures is to facilitate the purchasing and use of computer equipment and software used on the VCOM campus. This policy is to formalize the process for the approval, acquisition, and management of the hardware and software for computer systems and other related information technology systems throughout VCOM. 2. PURCHASING SOFTWARE The Information Technology (IT) Department will purchase all approved software (see Section 2.2) used at VCOM. If any department determines that they need a specific application that is not listed under VCOM Approved Software (Section 2.2), the department must provide all program specifications to the Director of Information Technology for review and approval. Once it has been determined that the software is approved and compatible, the requesting department chair will need to sign the departmental purchase request for the specified software. 2.1 Life Expectancy of Computer Systems and Software Computer systems that were purchased by VCOM will continue to be used for a period not to exceed five years. Systems that have become outdated or that have surpassed the five year life expectancy period will be used as loaners (or in some cases for systems support) or, with approval from the Dean’s office, donated/auctioned to other entities. Under no circumstances can any VCOM-owned computer equipment and/or software be loaned to individuals or other parties.

2.2 Approved Software The following software are approved for all VCOM users, when applicable.