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Technology Procurement and Acquisition

Policy Author:
Office of Information Technology

Responsible Office – Department:
Office of Information Technology

Effective Date of Policy:
February 10, 2021

Policy Narrative:

In an effort to provide the community with responsible integrated, and efficient computing operations, all acquisitions of software, hardware, services, or systems will be vetted through the Office of Information Technology (IT) prior to purchasing. Consultation with IT should be made prior to entering an agreement with a vendor to purchase and/or use such items either remotely or locally so that all areas of the University are confident that the utility, functionality, and operational platform align with our overall systems and components. 

Any software or equipment inquiries (including software or system vendor demonstrations) should include a member of IT to ensure that the items are compatible with the Information Security Plan, current information systems, programs, and overall infrastructure.

This Policy pertains to: 

  1. Any hardware, software, or system requiring IT support or resources during initial implementation or any time thereafter. 
  2. Hardware or software that will be installed in or on a system that is currently supported by IT.
  3. Software requiring networking, programming, or system administration expertise to configure and operate. 
  4. Systems or services requiring an interface to information systems (such as Colleague or Blackboard). Required interfaces to enterprise information systems typically take the form of file extracts, dynamic web services, and APIs, among others. 
  5. Lab hardware or software of any type that will require configuration by and resources of IT.
  6. Systems or services that will store or process data; particularly sensitive data or personally identifiable information (PII) as described in the Information Security Plan
  7. Systems or services that will process electronic payments.

Purpose of this Policy:

To provide the community with responsible, integrated, and efficient information technology operations.

Scope and Applicability of this Policy:

Information Technology is able to verify the usage of the equipment/software and ensure that it is in compliance with our privacy and data protection policies for individuals (employees and students) and the University as a whole.  Information Technology is often privy to discounts and multiple vendors to acquire the most up-to-date equipment at higher education/discounted pricing.

To ensure compliance with this process, please email tech-purchase@daemen.edu with details of the hardware or software purchase or vendor demonstration. If approved, all you need to do is attach an email reply from tech-purchase@daemen.edu to your purchase requisition indicating IT approval. 

In addition to approval by IT, please follow all University purchasing guidelines on the Business Affairs website.  

Updated on October 24, 2023

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