4126-B IT Asset Provisioning Procedure

Procedure

Policy Name: Acceptable Use of Technology and Data

Policy Number: 4126 

Applicable Code/Law: WA OFM SAAM 30.40

IT Asset Provisioning 

  1. Purpose
    This procedure establishes the standards and processes for requesting, provisioning, managing, and decommissioning IT assets at the college. It ensures compliance with institutional policies, promotes efficient human and financial resource utilization, and maintains security and accountability throughout the asset lifecycle.
  2. Scope
    This procedure applies to all faculty, staff, and authorized personnel who request or use college-owned IT equipment, including laptops, desktops, monitors, and related accessories. 
  3. Roles and Responsibilities
    1. Employee Supervisor: Initiates equipment requests and ensures compliance with college standards.
    2. Technology Support Services (TSS): Reviews requests, approves or denies based on standards, provisions equipment, and manages asset lifecycle. 
    3. Human Resources (HR): Approves health accommodation exceptions. 
    4. VP/Dean of Academic Affairs: Approves instructional exceptions. 
    5. Employees: Responsible for proper use and timely return of college-owned equipment. 
  4. Device Standards
    The college maintains the following standard configurations: 
    1. Windows Laptop Setup (Default) 
      1. 1 standard Windows laptop 
      2. 1 monitor docking station 
      3. Accessories (mouse, keyboard, etc.) 
      4. Optional second monitor 
      5. Device warranty 
    2. Windows Desktop Setup
      1. 1 standard Windows desktop with monitor 
      2. Accessories (mouse, keyboard, etc.) 
      3. Optional second monitor 
      4. Device warranty 
    3. Mac Laptop Setup (Requires Justification) 
      1. 1 MacBook laptop
      2. Accessories (mouse, keyboard, adapters, etc.) 
      3. AppleCare 
    4. Mac Desktop Setup (Requires Justification) 
      1. 1 iMac desktop 
      2. Accessories (mouse, keyboard, adapters, etc.) 
      3. AppleCare
    5. Standard Allocation: One device per user. Existing devices must be returned before new issuance unless an approved exception applies.
  5. Exceptions 
    1. Health Accommodation: Approved by HR. 
    2. Technical Support: Approved by TSS. 
    3. Instructional Needs: Approved by TSS and VP/Dean of AA. 
    4. Other: Provisioning procedure exceptions may be approved by the President.  
  6. Request and Authorization
    1. Requests must be submitted by the employee’s supervisor or authorized representative via the college support portal: support.shoreline.edu.
    2. Requests must specify user needs and preferences. 
    3. TSS reviews and approves or denies requests based on standards and inventory. 
  7. Asset Allocation and Configuration
    1. TSS checks inventory and assigns equipment in the asset management system. 
    2. Baseline software installed per user role; specialized software installed upon request. 
    3. Network and security configurations applied prior to issuance. 
  8. Deployment 
    1. Equipment must be tested before distribution. 
    2. Delivery occurs in person or via courier. 
    3. Receipt confirmation documented in the asset management system. 
  9. Monitoring and Management
    1. All devices will be registered in the asset tracking system and device management platform. 
    2. Regular updates and maintenance are applied. 
    3. Transfers of devices between users must be coordinated through TSS and documented. 
    4. The return of IT equipment for separating employees must be coordinated through the employee’s supervisor and Human Resources in accordance with the separation checklist during the offboarding process.  
  10. Decommissioning
    1. Initiated upon employee separation or equipment obsolescence.
    2. Secure data removal must occur prior to reissuing the device. 
    3. Exceptions: Supervisor request (HR-approved) or litigation hold. 
    4. State-owned devices set for disposal must be returned via surplus process. 
    5. E-waste disposal must follow ethical recycling standards; hard drives are pulled and destroyed prior to disposal.
  11. Replacement Cycle
    Devices are marked for replacement on a five-year schedule to maintain performance and security. Subject to the availability of allocated funds.
  12. Compliance
    1. Hardware purchases using Professional Development funds are prohibited. 
    2. All college-owned equipment must be asset-tagged with Shoreline tag (exceptions: devices under $300). 
    3. Equipment equal to or exceeding $10,000 will be asset-tagged with a State tag in addition to a Shoreline tag. 
    4. Devices unable to support vendor updates or falling out of support will be decommissioned unless approved by TSS. Device may be subject to network isolation or restricted offline function only.  

Approval

Reviewed and Approved by Executive Team: 07/28/2026