IT Hardware/Software/Third-party Vendor Request Procedure

A central budget is in place to fund all IT equipment purchases. Department funds should not be used to purchase computers. Purchases $5,000 and greater require two additional competitive bids or a sole source document if applicable. Purchases of $25,000 or more require approval by Ed Steinmetz, Senior Vice President for Finance and Administration.

Requests for new technology through the Annual Report system should be tied to the University's strategic initiatives.

Replacement or New Equipment 

Departments can request replacement/new equipment through the Annual Report system. If a need arises outside of the Annual Report window, requests can be made by contacting the Technology Support Center.

Computers for new staff positions should be planned for and requested in the Annual Report, even if the position has not yet been approved. If a new hire is filling an existing position, the computer used by the last employee in that position will be reconfigured for the new employee.

New full-time faculty typically receive a laptop with docking station as part of their faculty contract, which is coordinated thru the Provost office.

Each employee should have a maximum of one system. When IT replaces a computer, the existing computer must be returned. 

Timeline

Computer deployments for labs and classrooms normally takes place during the summer months. Faculty systems get deployed in the Fall, and staff systems in the Spring.

Software

Software being purchased for University equipment must comply with our security policies and be compatible with configuration standards and network configurations already in place.

Most software (including free downloads) have a license agreement associated with them even if it’s a click-thru agreement. All software installed on University-owned equipment must adhere to the software license agreement. Some software can only be installed on one device, while other software can be installed multiple times. Other license restrictions (such as academic or research use only) must also be followed. 

Cloud Software/Systems/Services

The Third-Party Software Evaluation Lite is a Higher Education Cloud Vendor Assessment Tool (HECVAT - authentication is required to access the document). This document needs to be completed by potential vendors as part of the assessment and acquisition process and submitted to IT.

General Counsel Contract Review

All contracts/agreements must be reviewed by the Office of General Counsel before they are signed. A minimum of four weeks lead time is required in case there are any provisions that need to be removed or renegotiated to avoid unnecessary risks to The University of Scranton.

IT will work with General Counsel on your behalf to streamline the process. Please include a copy of the agreement, yearly cost to the University, term of contract, summary of services, and any deadlines or special provisions that affect the contract.

Asset Disposal

All computers purchased with University funds remain the property of the University until disposed of by IT. Failure to return University-owned equipment, software, or data upon leaving the University or at the request of the University may result in legal action, or obligate the employee to reimburse the University for the fair market value of the equipment.

Summary of Steps for Requesting New Technology:

  1. Annual Report Submission – June (or as new Strategic Initiative needs are identified)
  2. Obtain preliminary approval (IT and Dean or Division VP)
  3. Research available options
  4. Choose up to three solutions
  5. Send HECVAT to Cloud vendors for completion and return to IT
  6. Schedule vendor demos
  7. Request vendor quotes/proposals
  8. Technical review with vendor
  9. Score vendor solutions and select vendor
  10. Submit contract for review to IT and General Counsel
  11. Send signed purchase requisition to Purchasing Department to generate a purchase order
  12. Sign receiving report and send to Purchasing upon delivery to authorize payment