Technology Budget Planning Process 2012

Overview

Calvin College provides funding for desktop computers and software through the Technology Budgets. These are centralized budgets, managed by CIT, that provide funding for both administrative and academic technology needs. This includes technology in public and departmental computer labs as well as Smart Classrooms.

Department chairpersons, department directors, and/or department budget officers are asked to submit their technology requests through an annual budget request process.

Changes for 2012-2013

In order to streamline the budget process we are making changes to the process for 2012-2013. For small and routine requests we are implementing a "request when needed" strategy. Requests for routine items such as a software application or a computer for a new employee can be made when they are needed through the CIT HelpDesk. You no longer need to request these items in the budget in February and then wait until the new fiscal year for the request to be filled.

What to Include in Your Technology Budget

Individual Items: Include requests for individual items that will cost more than $5,000. (As a reference: Most desktop computers cost less than $1,000 and laptops cost about $1,500.)
Departmental Requests: If your total department requests may total more than $20,000 they should be itemized in the budget.
Teaching Spaces: All requests for teaching spaces, including Smart Classrooms and teaching labs, should be included.
Additional Office Technology Needs: Appropriate items to request include additional desktop computer equipment, software for offices and computer labs, printers, scanners, and other peripheral equipment. Automatic computer replacements do not need to be included in your request.(see below)
Staffing Changes: If you anticipate significant staffing changes which may impact the number of workstations needed in your department, please include this information if you anticipate needing 5 or more additional computers in your department next year.
Other Technology: Anything outside of the Current Hardware Standards.
Hardware Purchasing
Software: Software requests for office use as well as for use in teaching spaces should be included in your request. See below for more information on academic software requests.
You can also refer to our page on Software Standards.
Software License Renewals: Annual software licenses which were originally paid from the Technology Budget should be included in your request to make sure that funding is included in the budget for these items.
Smart Classrooms: More than one hundred of Calvin's classrooms are equipped as Smart Classrooms. If your department needs changes to existing Smart Classrooms or an additional Smart Classroom this is the time to make such requests.
CalvinWireless: CIT will continue deployment of CalvinWireless. See below for more details on this topic.
Tablet Devices: The technology budget will be able to purchase a limited number of Apple iPads. Requests for iPads must include strong rationale and be approved by the appropriate divisional vice president or the Provost. CIT will provide support and funding only for the Apple iPad and not for other tablet devices.

What Not to Include in Your Technology Budget

Automatic Computer Replacements: CIT automatically plans on replacing Primary desktop systems which have completed three years of service (Life Cycle Replacement.) Departments do not need to include these items in their budget requests. Hardware Replacement Schedule
Individual items that cost less than $5,000 do not need to be included with your budget requests.
Non-Computer Items: Items for which CIT does not provide funding are copy machines, digital cameras, typewriters, fax machines, audio visual equipment, and scientific instruments.
Small Item Peripherals: USB memory sticks, label printers, small external hard drives, blank CD's and the like are not funded by the technology budget.
Way-cool Gadgets like smart phones or iPod Touch devices are not funded through the technology budget.

Technology Budget Planning Timeline

CIT follows this general timeline for the technology budget planning process:
Early February:	CIT sends letters to the departments to initiate the technology budget planning process.
March 2, 2012:	The departments must have their technology requests returned to CIT.
March through mid-April:	CIT prepares the technology budgets and reviews them with the Deans.
End of April :	CIT has finalized the budget and reports back to the departments.
Week following Commencement:	CIT begins the summer deployment schedule

CalvinWireless

CalvinWireless is currently available in a number of campus wireless hotspots. CIT will continue deployment of CalvinWireless according to campus needs.

If you would like to request CalvinWireless please include this in your technology budget request. We will pass your request on to the correct people in CIT for consideration. Approval and communication of your CalvinWireless requests will be handled separately from your other technology requests.

Academic Software

Academic software needed for teaching spaces* must be requested at this time. This includes requests for the renewal of existing software licenses as well as new requests for software.

Calvin obtains very few "site licenses" for software as they are generally too costly. Therefore, when making your request you must specify where the software will be used and how many licenses are needed. A license must be purchased for every computer in the classroom as well as copies for the faculty who will be teaching with it.

*Teaching spaces can include departmental computer labs, public computer labs, the mobile computer lab, off-campus labs, and Smart Classrooms.

Faculty & Staff Computers

All primary machines are automatically replaced on a three-year rotation. Desktops are replaced with desktops and laptops with laptops unless otherwise requested.

Faculty taking the place of a leaving faculty member will automatically be assigned the same computer. Faculty filling sabbatical vacancies will use the computer left by the regular faculty member. CIT can provide a temporary computer if the faculty member on sabbatical took his or her laptop computer with them.

Laptop vs. Desktop?

CIT receives a number of requests for laptop computers rather than desktop computers. There are advantages for each option.

Laptop Advantages:

Mobility (really, that's about the only advantage!)

Desktop Advantages:

Better system performance
More comfortable keyboard and display
Less costly to purchase
Fewer repair and maintenance issues
Less prone to physical damage and theft

Approval of Laptop Requests: CIT approves requests for laptops based on business or pedagogical needs. Specifically, how will the laptop be used? Does the user have to travel regularly as part of his/her job? Do they make presentations often? Is the laptop used in the classroom for teaching? What is the need for the mobility of a laptop?

Please note that in general, Calvin does not have an obligation to provide employees with the ability to work from home.

Additional Considerations to Think About with Laptops:

A laptop that is damaged beyond use, lost, or stolen will be replaced with a comparable used laptop from CITs available stock. If a comparable used laptop is not available CIT may provide a desktop system as a replacement.
If a user has a second laptop stolen or damaged due to carelessness the
College will not provide any funds for its replacement. The user will be
asked to pay for its replacement from his or her own pocket.
With every laptop deployed, CIT provides a carry case, mouse, and security cable. The technology budget does not provide for external monitors, keyboards, docking stations, extra batteries, or additional power supplies.
Users are expected to secure their computer at all times. This includes locking it in offices and especially when traveling.

Who To Contact

CIT's Business Services Team (BST) heads up the technology budget planning process.

As always, we offer you the opportunity to have CIT meet with you as you are formulating your technology budget requests.

You may contact Rick DeVries, Assistant Director for Business Services (526-7125) with your budget questions. You may also contact Rob Bobeldyk, Assistant Director for Teaching and Learning (526-6837).

Budget Entry Tool Download

To download the Budget Entry Tool click here for more information. There is a tool for Windows users and another one for Mac users.

Computer Life Cycle Replacements

In order to assist you with your technology budget planning we are providing a listing of all computers in your department along with their replacement schedule and replacement details.

You may access that information by clicking here. Once you open the file you can scroll to your department or use the bookmark index on the left.

Frequently Asked Questions (FAQ)

An FAQ page is available here. Please refer to this page to see if your questions are answered.

Comments

Comments: Comments on any of these issues are welcome. Please contact Rick DeVries (rickdv@calvin.edu) by March 2, 2012.