Technology

08:30:00 Approval of Technology Resources

(Systems, Software, and Hardware)

1. Introduction and Purpose  
   1. To ensure the security, reliability, and fiscal responsibility of the College’s digital environment, all information technology resources must be vetted and approved before acquisition or use. This policy ensures that all hardware, software, and systems are compatible with the College’s infrastructure and meet the data protection standards required by the College’s regulatory environment.   
2. Scope  
   1. This policy applies to all faculty, staff, and departments. It covers all technology resources, regardless of funding source or cost, including: 
      1. Software and Applications: Local installations and web-based/cloud services. 
      2. Hardware: Computing devices, peripherals, and network-connected equipment. 
      3. Systems: Integrated platforms used for academic or administrative functions. 
3. Mandatory Approval and Vetting 
   1. Technology Division Approval: No technology resource may be procured or implemented without the approval of the Technology Division.  Members of the campus community interested in procuring or implementing a technology resource are encouraged to involve the Technology Division as early in the process as possible. 
   2. Data Governance Standards: The Technology Division shall certify that vendors provide adequate safeguards for restricted data in accordance with regulations applicable to the College at the time of the proposed procurement or implementation.   
   3. Procurement Restrictions: Individual employees and departments may not independently purchase or subscribe to software, hardware, or technology services. In support of institutional security, the College reserves the right to: 
      1. Restrict or block the operation of unapproved technology resources on the institutional network. 
      2. Decline reimbursement for any technology acquisition that was not approved by the Technology Division prior to purchase. 
4. Liability Warning 
   1. Any technology resource or service that is self-provisioned or used without official approval provides zero protection against personal liability for the employee in the event of a data leak, copyright infringement, or security breach. 
5. Resource Inventory and Automated Discovery 
   1. Continuous Audit: The Technology Division will maintain an accurate and comprehensive audit of all technology resources in use within the College’s environment. 
   2. Discovery Tools: To fulfill this obligation, the Technology Division is authorized to utilize automated discovery tools to scan the network and identify unauthorized or unpatched hardware and software. 
6. Administrative Rights and Installation 
   1. Standardized Access: In support of the Technology Division’s obligation to maintain an accurate audit and protect system integrity, individual users may not be granted administrative rights on College-owned workstations. 
   2. Authorized Installation: The installation of software is restricted to authorized personnel to ensure all applications are properly licensed, inventoried, and secured. 

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References: 

1. TBR Policy 1.08.00.00 (Information Technology Resources) 

2. TBR Policy 1.08.01.00 (Enterprise Information Systems Updates)

New policy submitted to Policy Review Committee on March 2, 2026

Submitted to Policy Review Board on April 13, 2026

Approved by Policy Review Board on April 29, 2026