Otis IT has communicated the Computer Lab Hardware and Software Update Schedule to all academic departments and the Provost’s Office.

As a result, IT staff are not permitted to perform software upgrades during the academic semester. Major software upgrades may only be carried out during the three scheduled maintenance cycles outlined below, which are aligned with the academic calendar.

IT performs scheduled upgrades and routine maintenance three times per academic year to ensure all lab and classroom computers are up-to-date, secure, and consistent across departments. These updates follow the schedule communicated to department chairs.

No system or software upgrades are allowed while classes are in session.

Upgrade and Maintenance Schedule

August (Fall Semester Preparation)

• Perform full software upgrades and system re-imaging for all lab and classroom computers.

• Verify that all applications, plugins, and drivers are updated to the approved software list.

• Confirm all systems are ready for the semester beginning in late August.

• Software lock date: August 1. Versions remain unchanged for the rest of the fall semester.

Winter Break (Spring Semester Preparation)

• Complete mid-year software upgrades and system re-imaging in preparation for the spring semester beginning in mid-January.

• Implement any approved software changes or version updates.

• Test all systems for stability and performance before classes resume.

• Software lock date: December 1. Versions remain unchanged throughout the spring semester.

May (Summer Program Preparation)

• Conduct routine maintenance, minor software updates, and hardware checks.

• Address any technical issues or software feedback from the spring semester.

• Begin early planning for the August software cycle.

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Notes

• No software changes are permitted after lock dates (August 1 and December 1) without approval from the Manager of End User Computing and the Executive Director of Information Technology.

• Security updates may be applied mid-semester only if necessary and must be communicated to affected departments.

• Maintain a record of software versions and sources for audit and troubleshooting purposes.