Acquisition of I.T. Resources
The head of the IT Department will ensure that the following steps to acquisition of IT Resources are observed:
documented. The I.T. staff should not offer repair services to computers, laptops or any similar electronic equipment owned by staff and students.
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Loss of Equipment
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The procurement of IT equipment should adhere to Government’s Procurement Policy which is available at: www.ncc.gov.jm. When IT Resources are purchased and delivered, the delivery should match the specifications of what was ordered. An inventory of all I.T. equipment must be documented and updated annually or as equipment is bought or made obsolete. The information should include version number, serial number and other related and relevant details. IT Resources must be kept in a safe and secure place.
Movement of I.T. Equipment
Requisition forms will be used for issuing I.T. equipment and should bear the appropriate signatures including that of the head of the department. Requisition forms must be properly filed and made available for inspection periodically. Computers, printers and scanners should not be moved from one Department to another without the knowledge of the I.T. Department. A request for movement should be done using a Change Request Form which is available from the Department.
Maintenance
Equipment should be inspected regularly for usability and defects and sent for repairs where necessary. The inspection and recommendation for repairs should be
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Loss or theft of equipment should be reported to the Head of the I.T. Department, the Assets and Facilities Manager the Vice Principal of Administration and Resource Development and the Principal within twenty four hours of the incident occurring. Reports should also be made to the Police and to the Ministry of Education. The report must have the following details: • • • • • • • • •
The date of theft or loss Location from which equipment was lost or stolen The type of equipment including the brand and model The condition of the equipment The age of the equipment The purchase price The replacement cost The last person who had custody of the equipment A copy of the requisition form used to issue the equipment
Accountability Actions
Where equipment has been lost or stolen through negligence, a committee of at least three senior members of staff will meet and make recommendations to the Principal who has the final say in the matter. Actions may be of a disciplinary nature and may include instructions for financial compensation, replacement or repair. External authorities may be consulted where there is a breach of applicable law.
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