Cedarville University Information Technology Management Policy

For the purposes of this policy, “technology” refers to information technology equipment with non-volatile (e.g.: hard drive or solid-state) storage.

University Information Technology Inventory

IT will consult with staff supervisors to determine the appropriate technology for all employees.

  • Technology purchased with university or department funds is owned by the university and managed by IT.
  • Allocation of purchased technology is determined by the department administration, in conjunction with IT.

Acquisition

  • All technology must be purchased through or with consultation of IT.
  • Standard computer configurations are purchased annually by IT and distributed per the campus refresh policy.
  • Per Safeguards Rule (GLBA), IT must know, inventory, and manage technology acquired by the university in order to ensure proper data safeguards are in place.

Management

  • The technology of outgoing employees is processed for data retention and reallocation to incoming employees.
  • Movement of technology is handled by IT for inventory accuracy in conjunction with department administration.
  • Idle and unused university technology will be returned to IT for assessment and reallocation.
  • All university-owned technology is inventoried by IT to:
    • Provide access to the campus network.
    • Track deployments and allocation to departments and employees.
    • Establish budgetary decision points for growth or upgrades.
    • Confirm reliable management pathways for maintaining campus security protocols.

Disposal

Gramm-Leach-Bliley Act security regulations require IT to appropriately process the disposal of outdated university technology no matter the source of funding.

  • Technology sold by the University is deemed disposed – it will no longer receive support from IT and should be removed from the university network as it may pose a security risk.
  • Data storage from disposed technology is securely wiped or destroyed before being released.

Peripherals

Departments are generally free to procure general-use peripherals that do not store sensitive or personal data (including that of the primary user), such as input devices (keyboards and mice), displays, and printers. With the exception of peripherals provided as part of the “standard configuration” through central refresh funds, departments are responsible for the maintenance, repair, and replacement of these peripherals. Departments are encouraged to dispose peripherals through IT for proper waste stream processing of rare earth elements and battery safety.

Surplus Equipment Sale

As equipment is disposed of, IT at its discretion will periodically make items available for sale. Proceeds from the sale are retained to IT regardless of original funding source. Departmental funds may not be used to acquire technology through the sale. Items sold may be returned within 10 days, after which sales are considered final.

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