1. Purpose 
This policy outlines the standards for the procurement, assignment, and return of college-issued laptops to ensure consistency, cost-effectiveness, and accountability. 
 
2. Scope 
This policy applies to all Full-Time employees who are issued a laptop by the college for work-related purposes. 
 
3. Approved Devices 
- The college standardizes the use of Windows 11-based laptops for all employees. 
- MacBooks or other Apple laptops are not approved for purchase unless a specific written exception is granted by the Director of IT based on special requirements.  
- All device purchases must be approved by the IT department to ensure compatibility with college systems and support infrastructure. 
 
4. Device Assignment 
Each full-time employee will be issued a college-owned laptop during onboarding or as needed. Please allow up to two weeks from the time of the supervisor’s request for delivery, as devices are configured and assigned with the employee’s login credentials at the factory. 

  • All assigned laptops remain on the property of the college and must be used in accordance with institutional policies. 

  • To maintain system integrity and security, employees are  strongly discouraged from installing personal software or third-party Software-as-a-Service (SaaS) applications not approved by the college such as Steam, Google Drive, and 3rd party AI solutions. Office 365 applications, security, asset managers, Zoom, and campus printers will be remotely installed. All other software will be installed in a per needed basis such as Adobe Acrobat or Zoom.  

  • Users are allowed to install drivers for a home printer.  

  • The installation of pirated software, peer-to-peer file sharing tools, or browser extensions that compromise security is strictly prohibited. Such software will not be supported and must be removed upon request by the IT department. 

5. Office Equipment Support Policy 

- The college supports only one primary office setup per employee—either on campus or remote, but not both. 

- This includes the provision of one set of peripherals (e.g., dock, monitor, keyboard, mouse). 

- We do not provide duplicate equipment for use at multiple locations. 

- Employees are responsible for transporting their laptop between locations if they work in a hybrid capacity. 

6. Device Return Policy 
Employees are required to return their previously issued laptop prior to receiving a replacement device. All data must be backed up to OneDrive or an external hard drive in preparation for the return. IT is not responsible for recovering data from returned devices. 

 

Upon termination of employment (voluntary or involuntary), all college-issued laptops and accessories must be returned to the IT department no later than the employee’s final working day. 

Returned devices will be factory reset or responsibly recycled based on their age and condition. If the device was purchased by a department and remains in good working order, it may be reassigned to another employee within that department, provided it meets current performance and support standards. 
 
- Failure to return equipment may result in: 
  - Withholding of final paycheck (as permitted by law) 
  - Notification to HR for further action 
  - Potential legal action for recovery of college property 
 
6. Non-Standard Device Requests (e.g., MacBooks) 
The college maintains a standardized Windows-based environment to ensure optimal cybersecurity, streamlined remote support, and consistent application performance across all users. As such, requests for non-standard devices, including MacBooks, are strongly discouraged. Please note that most applications function identically across platforms, and our support infrastructure is optimized for Windows systems. 

 
7. Enforcement 
- The IT department will maintain a record of all assigned devices and periodically check its status using Microsoft Cloud Services that monitors the user experience with the device.  
- Regular audits will be conducted to ensure compliance with best practices in cybersecurity 
- Non-compliance with this policy may result in disciplinary action. 
 

8. The use of personal devices for full-time employees.  

As a full-time employee with access to sensitive data, you are required to use only HUC-issued devices for work-related activities. These devices are configured and maintained to meet HUC’s security standards, including encryption, antivirus protection, and regular updates. Personal devices may not meet these standards and therefore present a potential security risk.