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Faculty/Instructor Computer Lab Hardware Request Form

This guide outlines the process for faculty and departments to request new hardware for use in all campus computer labs.
Requests are reviewed annually to ensure compatibility, budgeting alignment, and equitable access across the College.

All requests are evaluated by the Information Technology (IT) Department in coordination with the Provost’s Office and Finance.

Request Submission Deadline

Departments must submit all hardware requests by March 1 each year to allow sufficient time for evaluation and inclusion in the annual budget cycle.

Late requests may be deferred to the next fiscal planning cycle.

Department Notification of Approval Status

After review, departments will be notified of their request status by July 1:

• If approved: The department will receive the expected purchase date by the end of the first week of July.

• If not approved: The department will be informed of the next review or planning cycle for reconsideration, also by the first week of July.

Purchase Confirmation

Departments will be notified once the approved hardware has been purchased and is scheduled for installation or deployment.

Hardware Request Guidelines

Read carefully before submitting a request.
This process applies to all hardware intended for computer lab usage, including desktops, laptops, monitors, tablets, printers, scanners, and specialized lab equipment.

• IT no longer fulfills individual hardware requests outside the approved budget cycle.

• All approved hardware purchases are reviewed for standardization, compatibility, and supportability across departments.

• Whenever possible, IT will recommend using standardized, supported models already in use at Otis to streamline maintenance and warranty coverage.

• Each request is evaluated based on:

  • Cost and budget availability

  • Functional need and alignment with department goals

  • Long-term support and integration within the College’s technology ecosystem

Purchasing and Installation Timeline

Hardware purchases and installations follow Otis IT’s three annual maintenance cycles, aligned with the academic calendar:

August (Fall Semester Preparation)

• Finalize and install hardware purchases approved in the spring.

• Verify all equipment is operational and ready for the start of the fall semester.

Winter Break (Spring Semester Preparation)

• Complete installations or replacements scheduled during the mid-year maintenance window.

• Conduct testing and performance checks before classes resume in January.

May (Summer Program Preparation)

• Perform routine maintenance and minor updates in preparation for summer programs.

• Begin early planning for the next fiscal year’s hardware cycle.

Important Notes

• No major hardware installations are performed during the active semester to avoid disruption to classes or department operations.

• Emergency replacements (due to hardware failure) will be handled on a case-by-case basis with departmental approval.

• All purchases must align with Otis IT hardware standards and college-wide procurement policies.

• Documentation of hardware models, serial numbers, and installation dates must be maintained for asset tracking and auditing purposes.

Contact

For questions regarding the hardware request process, please contact:
IT Help Desk – [email protected]