COMPUTER EQUIPMENT AND SOFTWARE, FACULTY AND STAFF POLICY
This document provides Georgia College & State University (GCSU) policy requirements to assure
appropriate and equitable issuance to faculty and staff of basic computer technology equipment. This
policy guides faculty and staff concerning acquisition, utilization and support of computer and
peripheral needs and basic network access, as well as personal responsibilities of the employee and
2.1 Pre-purchase Review Requirements
To ensure sound purchasing, supportability, appropriate pricing and assure security of the
university's resources, the purchase of all GCSU technology equipment and software, regardless of
the source of funds, shall be approved by the GCSU Division of Information Technology (IT) prior to
purchase. Accessories and supplies, as defined in the IT Operational Procedures, may be purchased
at the departmental level without prior approval. The Vice Chancellor/CIO of the University System of
Georgia has delegated "approval authorization" to the GCSU Chief Information Officer (CIO) for all
technology purchases with certain restrictions as specified in the Operational Procedures.
2.2 Receiving and Inventory
All technology purchases, excluding accessories and supplies, shall be delivered to the Division of
Information Technology for examination, inventory and scheduled deployment except where financial
or scheduling consideration would dictate another approach. Materials Management or Information
Technology are required to track all inventory items over a value specified by the State of Georgia
and University audit requirements.
The University considers software piracy a serious offense. GCSU abides by legal requirements for
licensing software. Only licensed software will be installed on University owned equipment. Waivers
may be granted by the CIO for public domain and faculty developed software. In addition, individuals
using personally owned computers (POC) on the campus must be able to provide license
documentation when requested. In order to be able to comply with annual audits, the Division of
Information Technology shall maintain the licensing documentation and original media of purchases
made for campus-wide software configurations for labs and offices. The Division of Information
Technology will be responsible for purchasing campus licenses for applications that are universally
appropriate and included as part of the standard configuration as specified in the Information
Technology Operational Procedures.
Funding for individual and small group licenses shall be the responsibility of the purchasing entity. In
order to be able to comply with audits, stay in compliance with software piracy rules, and to provide a
software recovery mechanism for individuals and small groups, the purchasing entity shall be required
to maintain the licensing documentation and original media of software purchases made for individual
and small groups.
Software purchased through University purchasing shall not be installed on personally owned
computers (POC) without approval by the Division of Information Technology. If a license agreement
is not renewed, the application, if required by the agreement, must be removed from the computer
on the expiration date of the license.
The University, through the Division of Information Technology, shall provide each faculty and staff
member, where appropriate, with a single standard configuration of equipment and software as
specified in the Information Technology Operational Procedures. The current standard configuration
describing the adopted platform(s) and software is available at
www.gcsu.edu/technology/standard.htm. The standard configuration details are subject to change
without notice based on system upgrades, licensing agreements and USG activities. Additional
equipment and software, upgrades, and deviations from the standard configuration may be proposed
for review. If endorsed, any additional funds necessary to cover price differences or support will be the
responsibility of the purchasing entity.
2.5 Replacement Cycle and Redeployment
The University has established a computer replacement cycle with an exchange of each University
supplied machine based on sufficient USG budget allocations, job equipment condition, budgeting
and requirements. This cycle is defined in the Information Technology Operational Procedures. Where
possible every opportunity to reuse or find new uses for retired computers on campus will be
explored before equipment is retired.
3.1 Disposal of Equipment
The University, through the Division of Information Technology, shall collect and dispose of all
computing equipment and peripheral storage devices when they are deemed surplus.