Need Help?

Skip to Content

CCA Portal

Technology_Acquisition.jpg

Technology Acquisition Policy

Last updated on Aug 25, 2022

Purpose

Technology Services maintains the hardware and software in all campus offices, computer labs, libraries, and computers circulated by Media Services. The policy and procedure outlined in this document governs all requests for new technology.


Requesting Technology

Technology intended for use in the offices, computer labs, classrooms, distributed labs, libraries and circulated laptops must be requested during the College's annual budget process. Requests are evaluated for approval by Tech Services and when appropriate, academic leadership, based on need, compatibility, security compliance and cost. Free software, software updates and plugins must also be requested using the same process to insure stability and security compliance. Faculty software requests must first go through your Department Chair and or Dean. Student software requests must first go through their class instructor and Department Chair.

Tech Services funds enterprise software and cloud service products that are used by the entire College, such as Workday and Adobe Creative Suite. Specialized software, cloud services and subscriptions for use by individual administrative departments will also require evaluation and approval. Departments may purchase approved software, within their budget, with approval from Tech Services and the department head or budget manager. Academic requests must be received by March 6 prior to the following Fall Term to be considered for installation in the Academic Software build. The Software Request Form can be found here: Academic Software Request Form


Requests Outside of the Budget Process

If there is a compelling need for software which was not approved in the College's annual budget, Tech Services can assist the requesting department in determining the cost of the system, which may include maintenance contracts, hardware and/or hosting services in addition to the cost of the software itself. Tech Services will work with the requesting department to determine funding.

Regardless of the software type, a compatibility study is required by Tech Services as part of the evaluation process before a software installation is approved. For more details about the compatibility study, please see the "Academic Software Installation Schedule and Testing" section below. Requests must be directed to the Tech Services Help Desk by email at helpdesk@cca.edu, by phone at 510.594.5010, or via the Help Desk request form.


Licensing Requirements

Technology Services will not install software without proper licensing. A sufficient number of valid network or lab licenses must be obtained and provided for prior to installation. Licensing is generally determined by the maximum number of simultaneous users of a particular software title as opposed to the actual number of workstations that the software title should be made accessible.

For software used in the computer labs, Tech Services strongly encourages the use of software that allows for network licensing. Software that requires the use of individual hardware dongles or serial numbers tied directly to an individual lab machine is not recommended. If the requested software requires such licensing, Tech Services will work with the individual or department for an alternative software or consult with the software vendor to provide a network licensing solution.


Approval

All software must be approved by Tech Services. In some cases, due to budget constraints, Tech Services will have an opportunity after the enrollment cycle and start of the Fall semester to revisit requests that could not be fulfilled in the first phase. Academic Software approved for purchase in the College's annual budget process are made known after the start of the College's fiscal year, July 1, along with other annual technology approvals.


Academic Software Installation Schedule and Testing

Installing and testing new software, whether on CCA's network or other equipment (including lab workstations) is a time-consuming and often complex task. A compatibility study is required to evaluate and review the software, verify licenses, prepare for the installation, and install and test the application(s) in all requested areas. Faculty members should allow at least 14 days for Tech Services to complete its compatibility study, and this study must be completed before any software installation can take place. To ensure that the software will be functional when you want it, please adhere to the following deadlines:

Intended Semester Use

Deadline
no cost software, updates, and plugins

Deadline
budgeted software

Fall

July 1

March 6

Spring

November 1

Dec 1

Summer (all sessions)

April 15

Dec 1

The compatibility study is performed to:

  • Identify system requirements
  • Identify licensing options
  • Review security compliances
  • Install the application within the requested space
  • Test the application for compatibility (e.g. with our print system, networked storage accounts, etc.)
  • Test the application in concert with the requesting department to ensure its functionality meets instructional purposes (as needed).
  • Instructors are responsible for testing their specific software prior to instruction time. Tech Services will provide instructors with remote access to the lab computer image prior to the start of the semester so testing can be done from home.

After Tech Services has finished its compatibility study, new software will be installed by Tech Services staff. Academic software will be distributed to all workstations in the campus labs and teaching classrooms by imaging or patching procedures. This plan is designed to substantially improve the reliability rate of computer equipped teaching classrooms and labs.

Tech Services will inform the requestor when the software will be installed. The actual time for the installation is dependent on various factors - the size of the software, the number of machines it needs to be installed on, and the availability of those machines. In most cases, plan for at least a week for the installation process.

Lab machines are updated when a user logs out or shuts down the machine. Missing or newly approved software can usually be downloaded via the "self Service" app on the computer. If there is a time critical aspect to the software you are requesting, please make a note of it in your software request.


Failure to Comply

Installation of software on CCA computers and systems that fails to comply with this policy may result in immediate removal of the software following a review by Tech Services staff.

Revised February 2020