Academic Computing Purchases

Starting in Fiscal Year 2009, there will be two types of computer ordering for units in University-Level Academic Affairs: Bi-Yearly Bulk Orders and Immediate Need Orders.  As of January 15, 2009, units in Academic Affairs are encouraged to postpone all computer orders until mid-March (or when the federal appropriation is decided) to participate in the Bi-Yearly Bulk Order process.  If you must order a new computers before the bulk order because of broken computers or new functional needs, you must get funding approval within your department and school/college/unit and follow the steps outlined for Immediate Need Orders.

Funding for an FY2009 Bulk Order will be determined by the Academic Affairs Management Team (AAMT), with input from the budget unit heads, after the federal appropriation is finalized and funding priorities within Academic Affairs are completed

All computer orders must be approved and funded by Budget Unit Heads (BUHs), department leaders (Chairs, Directors, Managers), and by the appropriate AAMT administrator(s).   There is no central computer fund at this time.  All computer hardware purchases for University-Level Academic Affairs must be approved by Academic Technology.  (See detailed steps for ordering computer hardware).  Hardware and software purchases for the Clerc Center are managed separately.  Clerc Center teachers and staff could consult with Clerc Center Technology Services.

At this time, software does not need to be approved, although units should buy from academic software sources that offer educational discounts. No Microsoft Office software may be purchased, as we have a campus-wide license, including home rights for employees.  Before purchasing other software, you should check the AT software web site to determine if we already have a campus license.

Peripherals (e.g., printers, scanners, memory chips/cards, external hard drives) do not need to be approved. Before buying, you are encouraged to discuss your peripheral purchases with the ITS Computer Support Unit.

Background Information

In Fall 2008, Provost Weiner centralized the process for computer purchases for the Division of Academic Affairs. The goals of the new procedures are: (1) establishing a schedule for regular replacement of computers, (2) reducing costs with bulk/volume orders, and (3) standardizing computer equipment, while maintaining flexibility for advanced computing needs.  There has been confusion about whether funding or ordering of computers was centralized.  Only ordering and approval of computers has been centralized.

All Budget Unit Heads (BUHs) and their assistants are expected to follow these procedures for all regular, endowment, donation and grant funds.  Compliance will be tracked by analyzing equipment expenses reported in Peoplesoft at the divisional level.

On December 2, 2008, Academic Technology hosted a community forum to allow members of the community to ask questions and provide their views on processes and specifications.