This document defines policies and procedures for installing software in ACS Computer Lab Operations (ACS) Open Access Labs (Labs) for general use and for support of classes.
A new application is an application that has never been installed in a Lab either for general use or for support of a class.
A major version upgrade is considered an upgrade to a currently installed application that a) adds significant features that were not in the previous version, or b) noticeably changes the function of the user interface.
A minor version upgrade is considered an upgrade to a currently installed application that does not a) add significant features or b) change the user interface.
A necessary bug/feature fix is considered an upgrade that will modify a bug or feature of the software that affects normal operation of the program.
An unnecessary bug/feature fix is considered an upgrade that will modify a bug or feature of the software that does not affect normal operation of the program.
An instructor/department request for ACS purchase is an application that an instructor requests ACS purchase and install in one or more Labs in support of a class.
An instructor/department request for Department / College purchase is an application purchased by the Department or College that an instructor requests be installed in one or more Labs in support of a class.
Policies and Procedures
ACS follows all documented policies for software installation. ACS policies are available via the Academic Computing Services web site. New applications, major version upgrades, minor version upgrades, and unnecessary bug/feature fixes will be installed only during the summer upgrade and during the winter break.
Necessary bug/feature fixes will be installed as necessary throughout the academic year.
ACS will install an application requested and provided by an instructor or a department according these guidelines:
- Applications requested and provided by an instructor or department will be installed throughout the academic year.
- Media and proof of licenses must be given to ACS when the request is made. Media will be returned when the installation is complete. An appropriate record of the proof of licenses will be filed by ACS while the software is installed in any of the ACS Labs.
- Installation will be completed no later than ten business days from the date of the request.
- The installation request date, information, completion date, approval of installation by requestor, and approval of installation by ACS will be recorded on the ACS Software Installation Request Form. This form can be found on the ACS web site or in any Open Access Lab.
- Only when the requestor and ACS have mutually tested and mutually approved the installation will the software be propagated to the appropriate Lab computers.
- The requesting instructor(s) or department(s) will be responsible for funding upgrades or annual software licensing costs. This information will be recorded on the installation request form.
ACS will purchase and install an application requested by an instructor, or department following these guidelines:
- ACS will not purchase a requested application until sufficient need is exhibited. Sufficient need is defined as: written documentation from three or more instructors and a department head or dean establishing that the requested application will be widely used by students for multiple classes or projects, and the purchase of the software will generally improve the computing resources for students attending Otis College.
- Upon receipt of documentation establishing need, ACS will determine if appropriate funds can be identified to purchase the application. If funds are identified, the application will be purchased and installed during the next upgrade cycle. If funds are not identified, the request will be filed for review as a budget item for the next fiscal year. An agreement on funding the costs of annual license or maintenance upgrades will be determined with the requestors on a per application basis. This agreement will be recorded on the installation request form.
- Once the software has been procured, installation will follow the same steps as an application requested and provided by an instructor or a department .
- If you are an instructor and would like to request that ACS purchase software for installation during the next upgrade cycle, please contact the Computer Lab Manager. Contact information is available on the ACS web site.
Requested applications, licenses, and costs will be reviewed yearly during the Budget Review. Usage metrics will be analyzed to determine need. Costs will be reviewed and discussed with the requestors of the application to ensure that licensing constraints are met.
Faculty/Staff Check-out / Reservations Procedure
- Currently employed Faculty and Staff may make check out any ACS equipment.
- Faculty and Staff must complete the Checkout/Release form at time of check out.
Student Check-out / Reservations Procedure
- ACS equipment may be used, without rental fees, for course related/instructional use and academic departments, college. Otis prohibits the use of equipment for any purpose other than the performance of official Otis College business.
- Students are required to complete the Checkout / Release form before reserving or checking out equipment.
- In general, there is a one (1) day at a time maximum check out period with the week-end counting as one (1) day of checkout..
- Late fees will be charged on all overdue items.
- Late charges on all items are $1 per day per item. These items include all equipment checked out from Academic Computing.
Damaged, Lost or Stolen Equipment
- Any damaged or missing equipment/accessories not noted at check-out will be charged to the customer.
- Lost or stolen equipment will be billed at the current replacement cost.
- There is a charge for missing manuals.
- ACS is not responsible for damage to customer’s personal equipment used in conjunction with ACS equipment.
- If a late fee or missing/damaged equipment fee is not paid OR payment schedule worked out with the ACS Office, a hold on records and registration will be placed on the student’s record.