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Faculty and Staff Computing Devices
Tags: SOP equipment computers desktops laptops
Department: Network & Desktop Services
Effective Date: 11/20/2023
Revised Date: 09/12/2023
Cabinet Approval Date: 01/10/2024
Next Review Date: 01/10/2027
Responsible Cabinet Member: Executive Vice President, Administration and Finance
Approved By: Sheila Quirk-Bailey
🎯 Purpose
To standardize computing device assignments, support, and lifecycle practices at Illinois Central College. Network & Desktop Services (NDS) is responsible for the purchase, configuration, and deployment of all college-approved hardware and software.
⚠️ Unauthorized technology purchases may not be supported.
📌 Scope
Applies to all ICC employees and contractors (paid, unpaid, or part-time) who are assigned or use computing devices as part of their work at the college.
💻 Device Assignment Guidelines
Faculty
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Full-time faculty are assigned either a desktop or mobile computing workstation.
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Faculty not needing a dedicated computer will be provided access in shared areas.
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Adjunct faculty will use shared office computers.
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In special cases, mobile devices may be assigned to adjuncts with job functions requiring mobility (Dean or VP approval required).
Staff
🖥️ Device Standards
| Setup Type |
Components |
| Desktop |
Tower, Monitor, Keyboard, Mouse |
| Laptop (Mobile Workstation) |
Laptop, Dock, Monitor, Keyboard, Mouse |
Minimum Specs:
🔧 Equipment availability may impact assignment. All devices are purchased through ICC-approved vendors.
📄 Requests & Approvals
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All requests must come from a Manager or higher, via the ICC Hub Technology Service Request or by contacting the Service Desk.
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Rationale is required in the request.
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Laptops require additional approval due to off-network security compliance.
🖨️ Printers
🌐 Off-Campus Internet Use
Employees working remotely must ensure reliable internet that supports video conferencing, screen sharing, and file access.
⚠️ Exceptions and Special Requests
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All exceptions must be submitted using the Computing Device Request Form and approved by the Executive VP of Administration & Finance.
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Non-standard or future budget requests must go through Enhanced Budgeting or identify a funding source.
🔄 Device Lifecycle Management
| Action |
Responsibility |
| Reclamation when employee exits |
Supervisor notifies HR & NDS |
| Relocation |
Must be coordinated with Facilities and/or NDS |
| Modifications or moves |
Only performed by authorized NDS technicians |
🗃️ Inventory & Ownership
📎 Additional Provisions
🛠️ Procedures
- Faculty: All college faculty requiring a computer to perform their job function will be provided with a desktop workstation setup or a mobile computing workstation setup. College faculty not requiring a computer to perform their job function, will have a designated area for computer access.
Adjunct faculty will be assigned to offices that have one or multiple desktop workstations that are shared with other adjunct faculty. Under special circumstances, a Dean or Vice President may request a mobile computing workstation for adjunct faculty who have job functions that require mobile technology.
- Staff: All full-time/part-time staff requiring a computer to perform their job function will be provided with a standard desktop workstation setup or will be assigned a designated area for computer access. Under special circumstances, a Director, Manager, or Vice President may request a mobile computing workstation setup instead of a desktop workstation setup for full-time staff members who have job functions that require mobile technology.
- Computing Device Standards:
- Desktops/Laptops:
- Desktop Workstation Setup: Desktop Computer, Monitor, Keyboard, Mouse
- Mobile Computing Workstation Setup: Laptop, Docking Station, Monitor, Keyboard, Mouse
- Minimum Technology Requirements: Microsoft Windows operating system 8 GB of RAM and up, Intel i5 version or better, 200GB SSD or larger hard drive, Access to Microsoft Office Products. Equipment may be limited based on availability and inventory. All college hardware and software will be purchased from Illinois Central College’s approved vendor. All technology requests must be submitted by a Manager position or higher via the ICC Hub Technology Service request or by contacting the Service desk. The request should be justified with a written rationale within the request. Laptops are subject to a more rigorous set of guidelines for use outside of ICC’s network including security requirements.
- Additional Equipment: Some job functions may require additional equipment. Depending on need and availability, additional equipment can be requested by a Manager position or higher via the ICC Hub Technology Service request or by contacting the Service desk. The request should be justified with a written rationale within the request.
- Printing Devices: All faculty/staff should have access to a departmental network printer within a reasonable proximity. In other areas, a small network printer or USB desktop printer will be installed with the approval of a Vice President position or higher.
- Internet Service: When not on ICC campuses, it is the responsibility of the employee to have access to a reliable Internet connection at minimal speeds for viewing, screen sharing, and video/audio conferencing.
- Exceptions: All Exceptions from the “Standard” must be approved in writing on the Computing Device Request Form and approved by the Executive VP of Administration & Finance.
- New or Non-Standard Requests: New or non-standard technology requests, including hardware and software, must be made as far in advance as possible. If equipment is not needed until the next fiscal year, the request should be made through the Enhanced Budgeting process. All non-budgeted requests will require an identified funding source.
- Reclamation of Equipment: It is the responsibility of the direct supervisor of an outgoing employee to contact Human Resources and Network & Desktop Services for reclamation or redistribution of computing equipment when a person leaves ICC. All equipment will be retrieved and stored by Network & Desktop Services.
- Relocation or Modification of Equipment: Employees are not authorized to move or modify any computing equipment. All moves of equipment must be coordinated through the Facilities department and/or Network & Desktop Services, depending on the scope. See the “Facilities Services Request for Allocation of Space” SOP for further information. All equipment modifications must be completed by authorized Network & Desktop Services technicians.
- Equipment Purchased from Departmental Budgets: All computing devices are the property and responsibility of ICC, no matter where the funding was sourced. Network & Desktop Services is required to inventory and track all ICC’s computing equipment assignments to employees.
Faculty and Staff Computing Devices (PDF)