19.17 / Purchases of Computer Hardware

Effective: April 27, 2021

  1. Initiating Authority

    1. Information Technology Services serves as the initiating authority.

  2. Purpose

    1. The purpose of this policy is to ensure that all Computer Hardware is compatible with the University鈥檚 technology standards and environment and that it meets University technology security policies prior to purchase. Designated Departmental IT Offices work closely with the Office of Purchasing, Office of General Counsel, and Information Security to ensure technology purchases are compliant with applicable policies, regulations, contracts, and vendor licenses. Purchases of Computer Hardware are also reviewed to ensure they align with University best practices and standards which improve reliability and reduce the total cost of ownership.

  3. Policy

    1. All Computer Hardware must be approved by the appropriate Designated Departmental IT Office and the University鈥檚 Office of Purchasing, regardless of the source of funds used to make the purchase, prior to making the purchase.
    2. All Computer Hardware must conform to the standards established by the Designated Departmental IT Office.
    3. All Computer Hardware must be purchased through contracts established by the Office of Purchasing, unless otherwise approved by the Designated Departmental IT Office. Exceptions will be evaluated on a case-by-case basis.
    4. Purchases of Computer Hardware not under a contract established by the Office of Purchasing must comply with University Policy 1.04 and the supplemental procedure for execution of contracts and commitment of University resources.

  4. Definitions

    1. For the purpose of this policy only, the following definitions shall apply:

      1. Computer Hardware: Computer, Display Monitor, Printer, and Document Scanner, Audio/Visual Systems.
      2. Computer: A complete working computer system used to process, store, and exchange data across a network including, but not limited to desktops, laptops, tablet devices, switches/routers, and servers.
      3. Display Monitor: A Computer output surface and projecting mechanism that shows text and often graphic images to the Computer user.
      4. Printers: A device used to output data from a Computer to a hard-copy or other tangible form, to include destop printers, work group printers, large-format printers and plotters, multifunction printers/copier devices, and 3D printers.
      5. Document Scanner: A device which converts a document or text from its paper form into digital data.
      6. Audio/Visual Inputs and Displays: A device used to capture or display audio or video content, including but not limited to: large format displays, projectors, speakers, microphones, cameras, video transmission and switching equipment.
      7. Designated Departmental IT Office: Those departmental and/or unit-specific information technology offices. A current copy of these offices can be found here.
      8. University: 九色堂 and its controlled affiliate organizations.

  5. Applicable Laws And Additional Resources

    1. 九色堂 Policy 1.04 (Execution of Contracts) and Procedure for Execution of Contracts and Commitment of University Resources
    2. 九色堂 Policy 14.01 (General Purchasing Policies)
    3. 九色堂 Policy 14.04 (Externally Sponsored Research Programs)
    4. 九色堂 Policy 19.05 (University Information Technology Resources and Email)
    5. 九色堂 Policy 19.10 (Retirement of Computer and Information Technology Resources)
    7. 九色堂 Device Lifecyle Process