IT Processes and Standards DRAFT
Acquisition Processes
The audio-visual acquisition process based on APM 11.8 Audio-Visual Technology and the GGC IT Audio-Visual Standards Handbook requires a consultation with IT staff. Budget Managers should be aware that audio-visual equipment generally requires a refresh or upgrade every 7 years.
IT ensures that college‑issued IT assets, including endpoints (such as computers, tablets, cellular devices, servers, and network equipment) and peripherals (such as monitors, docking stations, and webcams), are managed and supported in alignment with the USG IT Handbook endpoint security standards. These standards enable scalable support through automated updates, centralized software deployment, and required cybersecurity controls. They also align with Georgia Gwinnett College policies, including APM 11.7 Information Technology Acquisition and Integration Policy and APM 11.91 Lost, Stolen, and Damaged Equipment Policy.
Employees should review employee technology standards before requesting quotes for computers, monitors, printers, or other peripherals. Requests for special‑purpose computers, peripherals, or other technology require submission of a Special Purpose IT Asset Consultation.
Budget Managers should be aware that IT-assets require replacement at various intervals.
- Computers should be replaced every 4 years
- Audio-visual equipment should be replaced every 7 years
- Servers and network replacement schedules may vary based on vendor’s and end-of-life or end-of-support strategies
In the event business requirements call for an IT-asset that is not included in IT standard employee technology options or the current software and services inventory, IT will consult on business requirements and assist with the evaluation of options including conducting necessary assessments. IT-asset acquisitions may require various assessments and approvals, including University System of Georgia (USG) approval.
Complete a special purpose IT-asset request and provide as much detail as possible to ensure that IT identifies the correct resources for your consultation. Details can include links to websites, quotes, proposals, and documentation.
IT will schedule a meeting to discuss requests. Please ensure your calendar is up-to-date.
All requests for new software and services (including free and open source) must be submitted via the Software and Services Acquisition Request. A consultation meeting will be scheduled to dive deeper into the request details based on the answers provided in the form.
Requested software or service acquisitions must offer significant unique features and functionality and may not duplicate the features and functionality of currently licensed software or services. Additionally, they may not be listed as a prohibited software or service. Budget Managers who request new software or service should plan for reoccurring costs.
MyCourses supports a variety of integrated tools that enhance teaching and learning. If you would like to request a new integration, you may submit a request to serve as the integration sponsor. Sponsors must be Georgia Gwinnett College faculty or staff members and are responsible for guiding the request by gathering key information (such as vendor contact details, documentation, and funding or contract information), assisting with testing, and completing the final approval.
Employees requesting data to support research, fund acquisitions, or grants must fill out the data request form. The data request form will inform IT about your need for data, its use, audience, and any other essential information about why you are requesting the data. Based on your needs, the appropriate office will be notified and will get back to you as soon as possible.
Data Risk Assessments
When you make a data request, we may ask you to fill out a data risk assessment form to determine if your request aligns with GGC information policies.
To initiate a project that may include consultations, proposal/quote development, and timeline development, submit an IT Project Request using the IT Project Request form. A GGC employee must submit project requests. IT will prioritize project requests based on their alignment with the GGC Strategic Plan.
IT Commitees
Academic Technology Advisory Committee
Artificial Intelligence Steering Committee
Data Governance Committee
IT Strategic Advisory Committee
Contact Us
Contact us
Help Desk
Library (Building L), Main Floor
678.407.5611
helpdesk@ggc.edu
helpdesk.ggc.edu
Meet Staff
Hours
Monday – Thursday: 7:30 a.m. – 7 p.m.
Friday: 7:30 a.m. – 5 p.m.
Sunday: Closed
View more GGC hours and scheduled campus-wide closings.
Online and Phone Service Only
Saturday: 10 a.m. – 2 p.m
