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IT/PPS 02.01 - Classroom Computing Platform Selection Process

Classroom Computing Platform Selection Process

IT/PPS No. 02.01
Issue No. 1
Effective Date: 11/15/2018
Next Review Date: 2/15/2019 (EY)
Sr. Reviewer: Assistant Vice President, Information Technology Assistance Center

  1. POLICY STATEMENTS

    1. This policy and procedure statement (PPS) establishes a standard methodology for determining which computing platforms, Microsoft Windows or Apple macOS, is provided for use in Information Technology (IT)-supported academic classrooms.

    2. The vice president for IT has final authority over conflicts regarding which computing platforms should be provided and deployed to each classroom.

    3. The Council of Chairs will be notified prior to implementing any material change to this policy.

  2. DEFINITIONS

    1. Microsoft Windows – the current standard operating system for a “PC” device, as defined by the IT division.

    2. Apple macOS – the current standard operating system for a “Mac” device, as defined by the IT division.

    3. Dual Platform – the installation of both a PC computer and a Mac computer in a single space or classroom media cabinet.

    4. IT Supported Academic Classroom – a Tier 1 “classroom” funded and supported by the IT Assistance Center (ITAC) within the IT division. A current list is published and maintained on the Texas State website.

    5. Computer Assignment Period – period during which ITAC works with department chairs to determine which computing platform to purchase for each location being refreshed. This period usually begins on February 1 with a final decision made by April 1 each year.

    6. Computer Replacement Period – the timeframe for replacing computers, typically occurring during June and July each year.

    7. Department of Record – an academic department that is the primary owner or occupant of a classroom, as provided by the Registrar (also known as the “first call” department). A current list is published and maintained on the Texas State website.

    8. Computing Platform Selection – the choice of a Microsoft Windows “PC” computer or Apple macOS “Mac” computer for all IT-supported academic classrooms in which an academic department is the department of record. A current list is published and maintained on the Texas State website.

    9. Dual Platform Cap – the maximum number of dual platform classrooms that can be supported by ITAC due to annual budget considerations.

    10. Default Dual Platform Room – Certain classrooms will be granted dual computing platforms by default due to their ownership, seat count, or regular events usage. The dual platforms will be provided, managed, and maintained by ITAC as part of the regular refresh cycle. These rooms are denoted on the IT-supported academic classroom web page (see Section 02.04).

  3. PROCEDURES FOR DETERMINING WHICH COMPUTING PLATFORM IS PROVIDED FOR USE IN AN IT-SUPPORTED ACADEMIC CLASSROOM

    1. During the computer assignment period, a list of computers being refreshed (typically 25 percent of the total) will be provided to the department chair for any classroom for which they are the department of record. Any changes to the computing platform provided in each classroom must be requested by the department chair and returned to ITAC by the deadline noted in the provided notice.

    2. The official computing platform selection made by department chairs on behalf of the department of record is installed into the classroom during the computer replacement period.

    3. The default computing platform for all IT-supported academic classrooms is a PC device. If the department chairs cannot come to a consensus or fail to report back to ITAC by the established deadline, a single PC will be provided.

    4. For newly converted classrooms, the default computing platform will be PC unless the designated department chair requests otherwise.

  4. PROCEDURES FOR DETERMINING WHICH IT-SUPPORTED ACADEMIC CLASSROOMS ARE ELIGIBLE FOR DUAL COMPUTING PLATFORMS

    1. During the computer assignment period, ITAC will provide department chairs utilization data from existing dual platform rooms with recommendations for changes, for which the department chair can decide.

    2. Annual budget considerations will be the primary determining factor as to what the dual platform cap will be.

    3. If dual platforms are desired by a department chair in a classroom for which they are the department of record and the dual platform cap is already met, the chair can choose to fund an additional computer and associated infrastructure for that location (see Section 05.).

    4. Determining the dual platform cap

      1. Based on permanent annual funding, ITAC can only support a certain number of dual platform classrooms.

      2. Each year during the computer assignment period, ITAC will determine how many dual platform classrooms can be supported.

      3. The addition of new classrooms may require the removal of existing dual platform classrooms in order to remain within the dual platform cap.

  5. PROCEDURES DESCRIBING HOW ITAC WILL INTEGRATE DEPARTMENTALLY-PROVIDED COMPUTERS

    1. A department may choose to provide a secondary computer in a location in which they are the department of record.

    2. The department will be responsible for funding the computer and any additional equipment or infrastructure necessary to provide a dual platform system.

    3. The installation of the computer will occur during the standard computer replacement period.

    4. The computer will be a standard classroom unit and will be purchased by ITAC on behalf of the department, using that department’s funds. The asset will belong to the department and will be assigned to their inventory account.

    5. The computer will be clearly labeled on the front as a departmentally-owned device. This label is not to be removed by any party without proper asset transfer paperwork.

    6. The computer will be managed by ITAC, just as the other classroom computers are managed. It should receive the standard classroom image.

    7. If the computer fails, ITAC will assist in getting it to the repair center, but any costs associated with repair are the responsibility of the department. A temporary replacement will not be provided by ITAC so long as there is still a functioning computer in the classroom.

    8. The computer will only remain in place during its standard life cycle, which is defined as four years. When it is due for refresh, the department may decide to purchase a new computer or to remove the dual platform from that classroom. It will not be possible to retain a computer in a classroom past its four-year lifecycle as it becomes more susceptible to risk of failure and carries a higher support liability.

  6. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Assistant Vice President, Information Technology Assistance Center February 15 EY
      Director, Learning Spaces February 15 EY
      Vice President for Information Technology February 15 EY
  7. CERTIFICATION STATEMENT

    This PPS has been reviewed by the following individuals in their official capacities and represents Texas State Information Technology policy and procedure from the date of this document until superseded.

    Assistant Vice President, Information Technology Assistance Center; senior reviewer of this PPS

    Vice President for Information Technology