Asset Management Policy

Purpose

The purpose of the Information Technology Asset Management Policy is to govern the management and lifecycle of information technology (IT) assets owned by Macalester College and to enforce baseline security requirements that are necessary to protect data and uphold privacy. IT assets include, but are not limited to, end user computing devices.

Scope

Macalester College may purchase and assign an IT asset to faculty, staff, students, student organizations, departments or other groups associated with the college. The IT asset remains the property of the College throughout its lifecycle from initial acquisition and provisioning to the end of its useful life and disposal. Every department must adhere to the rules stated in this policy to acquire, record, manage, and dispose of IT assets.

Policy Statement

• Macalester has established policies and procedures that detail the standards for lifecycle management and minimum security requirements of IT assets owned by the College. Responsibility for proper care of the IT asset is shared between the designee to which it has been assigned and ITS.
• The main goals of this policy are to:
  • Serve as effective stewards of the College’s IT computing resources by tracking and managing the IT asset.
  • Maintain an accurate IT asset inventory to optimize usage and workplace productivity.
  • Standardize supported models and configurations to offer efficiency gains through amplified technical support and maintenance requirements.
  • Ensure that IT assets are encrypted and securely erased of College data prior to reallocation or disposal.
  • Reduce electronic waste in accordance with the College’s sustainability mission. 
  • Provide secure and centrally managed computing devices so that community members can perform their duties

Policy

Standard IT Assets

ITS supplies computing devices to employees to perform their job duties at the College. This includes one primary computer and accompanying peripherals. Additional computing devices are not included in the computer replacement fund (CRF) and require additional consultation to determine business need(s) and approval of the department head and/or budget manager. If approved, other funding sources must be obtained to procure additional computing devices.

ITS implements standard computing device configurations to provide the best possible support for its customers, while also being fiscally responsible. Standard IT asset purchases and CRF requests are to be submitted to ITS via [email protected].

Non-Standard IT Assets

Purchase requests for non-standard IT assets should be directed to ITS via [email protected]. It is important to note that non-standard IT assets including those purchased with grant, new tenure-track faculty research and start-up funds, or departmental funds without coordination with ITS will not be eligible for CRF and will be subject to the following support limitations:

• Hardware repairs will not be performed for non-standard IT assets, as staff are certified and trained to only repair and configure Dell and Apple models.
• Non-standard IT assets may not be compatible with the College IT asset infrastructure, so it is always best to consult with ITS prior to making a non-standard asset purchase.

Used IT Assets

The College promotes sustainability and reduces costs by reusing IT assets when appropriate. Used IT assets will not be replaced with new IT assets. Used IT assets may be requested in the following situations:

• Shared-use computing devices.
• Computing devices for part-time staff.
• Temporary loan of computing devices.

Lifecycle Replacement Eligibility

Eligible Computing devices will be replaced through the CRF for college employees, provided that the following criteria are met:

• The current date must be on or after the computing devices replacement eligibility date.
• The computing device must be currently listed in the IT Asset inventory and assigned as the primary computing device for full-time college employees.
• The new computing device must conform to a like-kind standard configuration. Customized computing device replacement requests or changes from one type of computing device to another require justification and budget approval because the department will be charged for the difference in cost.

Lifecycle Replacement Ineligibility

Certain computing devices are not eligible for replacement through the CRF:

• Non-standard IT assets purchased without coordination from ITS
• Non-teaching computing devices purchased solely with grant or start-up funds
• Computing devices issued as used or loaner equipment

Asset Transfer and Offboarding

On or before the last day of employment, departing employees must return all College owned IT assets to Human Resources or its designee. Human Resources or its designee is responsible for ensuring that all College owned IT assets are collected from the departing employee and returned to ITS for processing and reallocation. Under no condition is the employee allowed to retain any College IT asset.

If College owned IT assets are not returned on or before the last day of employment, the employee must either physically return or ship the IT asset back to ITS as soon as possible. Failure to do so shall be deemed a conversion of College property and the IT asset will be locked, preventing further use. The College may charge the employee for the replacement cost of the IT Asset. The College may also commence legal proceedings against the former employee to recover the property of the College.

Computing Device Configuration

All standard and non-standard computing devices must be configured to comply with ITS policy and meet minimum information security requirements. Computing devices that are no longer supported by the manufacturer and/or operating systems that are no longer supported are to be removed from service immediately. Computing device configurations may only be performed by ITS personnel.

Asset Tracking

The College’s IT assets are managed and tracked within a centralized inventory system, employing the following principles:

• All IT assets must have a College IT asset number assigned and mapped to the device’s serial number.
• Prior to deployment, ITS staff shall enter the assigned IT asset number into the IT asset tracking system.
• Each IT asset record shall include purchase and device information that includes:
  • Year of purchase
  • Make, model, and description
  • Asset class
  • Serial number
  • IT asset number
  • Warranty information
  • Replacement eligibility
  • Physical location
  • Department
  • Assigned to
  • Purpose
  • Date assigned
• All IT assets maintained in the IT asset tracking system inventory shall be located in the central ITS storeroom or in the custody of the assigned individual.
• The assigned individual must immediately notify campus security and ITS of any lost or stolen College IT assets.
• Inventory corrections, such as missing IT assets, reassigned IT assets, or changes to the IT asset’s purpose or usage, should be reported to the ITS Help Desk at [email protected].

Lost, Stolen or Damaged IT Assets

The College does not insure IT assets for replacement if the IT asset is lost, stolen, or damaged. If a College IT asset is lost, stolen or damaged, it is critical that it be reported to College campus security and ITS as soon as possible. A replacement IT asset will be assigned upon request; however, the assigned employee’s department will be charged for the full cost of the replacement.

Asset Return, Recycling, and Disposal

Replaced or surplus IT assets must be returned to ITS for reallocation or green recycling. Computing devices replaced as part of the CRF cannot be retained by the employee. In order to return an IT asset you must submit a request to arrange for pick up.

At the end of useful life, all IT assets and peripherals are recycled through the College’s contracted disposal vendor.

When disposing of any IT asset, all data must be securely erased prior to disposal. ITS shall follow DoD 5220.22-M disk wiping standard. Procedures governing data security are adhered to for the secure disposal of IT assets and peripherals prior to recycling or disposal.

Donation and Buyback

The College does not allow College IT assets to be purchased by any member of the community. Neither faculty nor staff members may donate any IT assets to outside organizations because such donation could impact the College’s tax status, affect software licensing requirements, and potentially risk data privacy.

Enforcement

Any user found to have violated this policy will be subject to revocation of certain privileges or services, including but not limited to termination of employment.

Definitions

Computing Device: A desktop or laptop computer and the associated peripherals issued to College users to perform certain job functions at the College.

IT Asset: Any financially valuable component (a unit of cost or gift value equal to or greater than $200) that contributes to the delivery of an IT product or service.

Primary Computing Device: A computing device assigned and used by a specific College user as their main computer, and not shared with others.

Standard IT Assets: Assets that are subject to inventory tracking and management

Peripherals: Computer components such as monitors, printers, external media, keyboards, docking stations, mice that may not be individually tracked.

Non-Standard IT Asset: A special component or device or equipment that is neither purchased nor supported by ITS.

Computer Replacement Fund (CRF): College provided central funding used to replace a single computing device for all full-time faculty and staff employees every four years. No charges are incurred by departments for CRF replacement, if it is a standard computing device configuration that serves as a primary computing device.