Hardware and Software Procurement Policy

Purpose

This document defines the process through which institutional hardware and software purchases are made. The purpose of this policy is to ensure the safety and reliability of university systems and data.

Scope

This policy applies to any purchases of hardware or software using university funds.

Policy

1. IT Involvement:

   1. Software purchases require IT involvement. IT will
      1. Evaluate the software need and how it applies to the department and university's missions.
      2. Evaluate compatibility with university hardware.
      3. Determine if this software or another similar software is currently purchased by the university.
      4. Retain all licensing information (e.g. software keys, administrative credentials) in order to facilitate installation on a different device or to maintain continuity during a change of department personnel.
      5. Assist with installation or implementation of the software.
      6. Determine where software and data used by the software will be stored.  This would include assessing any additional storage needs.
      7. Determine if the software will use and/or store data other than “Directory Information” as defined here.
      8. Determine if Software or hardware will require campus credentials (Active Directory or Single Sign On) for authentication.
      9. Determine if software or hardware will be made generally available to students and/or employees.
      10. Integrate software with other campus systems as required.
   2. Purchases of the following hardware require IT involvement:
      1. Desktop or laptop computers.
      2. Tablets.
      3. Any individual piece of hardware with a purchase price greater than $1000.
      4. These items may not be paid through expense reimbursement to an individual or using a university credit card. If paid by check request, the check must be paid to the vendor selling the hardware.
      5. IT involvement is not required for hardware that will change ownership prior to use/activation and will not be used for conducting university business (e.g. a tablet to be given away in a drawing).
   3. Purchases of permanently mounted hardware require IT involvement. IT will coordinate installation through George Fox Plant Services.
   4. Purchases of peripherals (hard drives, adapters, mice, keyboards, etc) require IT involvement if there is an expectation of future support. IT involvement is always recommended to ensure device compatibility and best pricing.
   5. As needed, IT will draft a statement of work that outlines:
      1. Requirements for implementation of the hardware or software.
      2. Expected milestones and timelines.
      3. Levels and expectations for post implementation support.
   6. IT generally does not support hardware and software that have been purchased without IT involvement. Support for such systems would be best effort and only as time allows.

2. Accessibility:

   1. Software and non-peripheral hardware purchased by the university should consider accessibility as a factor in purchasing decisions.
   2. Hardware or software purchased by the university should comply with one or more of the following standards as evidence of accessibility:
      1. Section 508 of the Rehabilitation Act
      2. W3C Web Content Accessibility Guidelines (WCAG) 2.0
   3. As part of the purchasing process, the vendor should supply:
      1. A valid Voluntary Product Accessibility Template (VPAT)
      2. Another statement by the vendor that provides an evaluation of the product’s accessibility.
   4. The office making the purchase will provide to IT:
      1. Documentation regarding accessibility supplied by the vendor.
      2. A list of any exceptions to the above accessibility standards identified in the vendor documentation.
   5. In the event that no suitable product is found that meets minimum accessibility requirements, a description of the reason the product was selected shoul be submitted to IT.  IT will store this documentation for the duration the product is in use.