To Whom It May Concern:
Cerritos College is in the process of bringing itself and its Electronic Information Technology (EIT) into compliance with current laws and directives. One aspect of this effort is the identification and documentation of each piece of EIT used on or by Administrators, Faculty, Staff and Students for official activities. In the past, this might have been a simple software inventory, but the use of network provided services hosted on and off campus have increased the complexity of even that.
The Americans with Disabilities Act, Sections 504 and 508 of the Rehabilitation Act define ways that physical and electronic information are to be made accessible to all persons, regardless of a disability and place these requirements on anyone receiving Federal funds. California Government Code 11135 places these requirements on anyone receiving California state funds. Cerritos Board policy BP3411 and APs 3411, 6365 and 3720 apply these requirements to the Cerritos Community College District.
Official Definitions from Federal Acquisition Regulation 2:
Information Technology (IT) -- “Information technology” means any equipment, or interconnected system(s) or subsystem(s) of equipment, that is used in the automatic acquisition, storage, analysis, evaluation, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information by the agency.
(1) For purposes of this definition, equipment is used by an agency if the equipment is used by the agency directly or is used by a contractor under a contract with the agency that requires—
(i) Its use; or
(ii) To a significant extent, its use in the performance of a service or the furnishing of a product.
(2) The term “information technology” includes computers, ancillary equipment (including imaging peripherals, input, output, and storage devices necessary for security and surveillance), peripheral equipment designed to be controlled by the central processing unit of a computer, software, firmware and similar procedures, services (including support services), and related resources.
(3) The term “information technology” does not include any equipment that—
(i) Is acquired by a contractor incidental to a contract; or
(ii) Contains imbedded information technology that is used as an integral part of the product, but the principal function of which is not the acquisition, storage, analysis, evaluation, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. For example, HVAC (heating, ventilation, and air conditioning) equipment, such as thermostats or temperature control devices, and medical equipment where information technology is integral to its operation, are not information technology.
(FAC Number/Effective Date: 2005-87-2 / 04-06-2016)
EIT “Electronic and information technology (EIT)” has the same meaning as “information technology” except EIT also includes any equipment or interconnected system or subsystem of equipment that is used in the creation, conversion, or duplication of data or information. The term EIT, includes, but is not limited to, telecommunication products (such as telephones), information kiosks and transaction machines, worldwide websites, multimedia, and office equipment (such as copiers and fax machines). (FAC Number/Effective Date: 2005-87-2 / 04-06-2016)
Please list all software used in your area by name, version, publisher, license type or free access, date of acquisition, date of expiration of license (if applicable), purpose,and estimated total number of Cerritos College users.
Please list all websites/services used by your area for official purposes, by website URL, publisher, license type or free access, date acquired, date of expiration of license (if applicable), purpose, and estimated total number of Cerritos College users.
Please list all telecommunication products (such as telephones), information kiosks and transaction machines, multimedia, and office equipment (such as copiers and fax machines).
But NOT Items containing imbedded information technology that is used as an integral part of the product, but the principal function of which is not the acquisition, storage, analysis, evaluation, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. Please list by name, model,quantity, purpose,and estimated total number of Cerritos College users.
Please create an Excel spread sheet for each category using the headings listed above.