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Overview
Instructional Computer Labs need to be reliable and available for teaching. To facilitate this we have guidelines for requesting and testing software so that the labs can be ready to go on the first day of class.
Instructional Lab Preparation and Software Best Practices
1. Collaborative Request & Deployment Timeline
This schedule is designed to give faculty ample time to plan while providing IT the window necessary to build a rock-solid environment for the full academic year.
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Phase
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Targeted Date
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Description
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Call for Software
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March 1st
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IT opens the request portal for the upcoming school year.
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Priority Deadline
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May 15th
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Primary deadline for Fall and Spring requests to ensure full vetting.
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Consultation & Build
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May 16th – July 31st
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IT reviews licensing, checks compatibility, and builds the lab image.
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Faculty Validation
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August 1st – 15th
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Labs are open for faculty to verify software performance.
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Stability Period
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August 15th
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The configuration is stabilized to ensure a consistent student experience.
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2. The Quality Assurance & Support Process
When software requests are received, our team begins a thorough support process to ensure the digital classroom is functional and secure:
- Conflict Analysis: We test new software against existing tools to prevent "software collisions" that could disrupt a lecture.
- Licensing Support: IT handles the heavy lifting of procuring, and verifying licenses and ensuring they remain active through the academic year.
- Performance Optimization: We evaluate how software impacts CPU and RAM to ensure the hardware provides a smooth experience for students.
3. Faculty Partnership & Validation
To ensure your curriculum is delivered exactly as intended, we invite faculty to participate in a Validation Period before the Fall semester:
- Hands-on Verification: Faculty are encouraged to visit labs (in-person or remotely) between August 1st and 15th to ensure their specific workflows are supported.
- Success Sign-off: A brief digital confirmation helps our team know that your environment is ready for "go-live".
- Early Detection: This collaborative phase allows us to catch and fix minor bugs before they can impact a live class.
4. Stability & Flexible Update Policy
To maintain a reliable experience, we aim to keep the lab environment consistent from August through May. However, we understand that technology needs can change.
- Annual Planning: We encourage including Spring semester needs in the May 15th window to ensure they are fully tested over the summer.
- Continuous Maintenance: Minor updates, bug fixes, and security patches will be deployed throughout the year to keep systems running smoothly.
- OS Stability: To avoid mid-year disruptions, operating systems (Windows/MacOS) are generally maintained on the version established during the summer build, however we can make exceptions to this for feature enhancement or compatibility reasons.
- Exceptional Needs: While the core image is stabilized on August 15th, we are committed to working with faculty to address urgent, unforeseen curricular requirements on a case-by-case basis.
5. Why a Unified Approach?
By coordinating our efforts through a single annual cycle, we maximize the student and faculty experience:
- Consistency: Students enjoy a uniform environment all year, eliminating the "it worked last semester" frustration.
- Proven Reliability: Extensive summer testing significantly reduces the risk of technical issues during the Spring term.
- Proactive Support: By streamlining the build process, IT can dedicate more time to active classroom support and faculty innovation during the semester.