Procedure No. 404.1

Acquisition of Technology

In alignment with the College’s centralized governance model for technology, all acquisition of desktop technology shall be coordinated through Information Technology Services (ITS). The purchasing process for desktop technology will follow the same procedures established for other commodities; however, ITS shall provide oversight to ensure consistency with institutional standards and priorities.

ITS will review all submitted requests in a timely manner to ensure alignment with College-wide technology standards, avoid unnecessary redundancy, and promote interoperability, reliability, security, and cost-effectiveness. All technology acquisitions must comply with an ITS Security Review to assess and mitigate potential risks, ensure data protection, and confirm adherence to institutional security policies and regulatory requirements.

ITS will work collaboratively with departments in a consultative capacity regarding the selection and use of desktop hardware and software to support business and academic needs.

Information Technology Services (ITS) retains decision-making authority over all technology purchases, including those classified as “desktop technology” and those outside that definition as outlined in Policy No. 404. All acquisitions are subject to ITS review and approval to ensure alignment with enterprise systems, infrastructure, security, and institutional standards.

Software purchases shall be budget-coded to account 3010. Hardware purchases shall be budget-coded to account 5202 when the cost exceeds $300. Expense funding shall be supported through one of the following sources:

1. 
   a) Departmental existing budgets
2. b) Special request to the President for contingency transfer
   d) Grant funding

All software licensing agreements (e.g., site licenses), renewals, and maintenance shall remain centralized in ITS to ensure compliance, cost control, and effective lifecycle management.

All hardware/software acquisitions must be delivered to ITS for inventory check-in, asset tracking, configuration, and compliance verification prior to deployment. ITS shall maintain responsibility for ensuring all technology assets meet institutional standards regardless of funding source, location, or intended use.

See Also:

Business Services Policy No. 702
Business Services Procedure No. 702.1
Business Services Procedure - Requisition Process No. 702.2

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