Introduction

The university provides faculty and staff who need a computer to perform their work with a standard Microsoft Windows desktop system via departmental purchase or the Desktop Replacement program.

Technology Services configures each system with a standard set of software and installs the computer in the work space. Departments work with the the office of Procurement Services to obtain one or more networked Ricoh multifunction copier for network printing in their office space.

Departments that need a new computer, extra desktop computer, a notebook computer, additional printer or software may purchase it with departmental funds, within the guidelines of the university Purchasing Standardization Policy.

The current standard products that may be purchased by departments are listed on the Storefront page. (Note: the Storefront is for university department technology purchases, not personal use purchases.) 

Please be sure to read all the information in this document before proceeding with a purchase. If you have questions, or are seeking an exception to the university's Standardization Policy, please email techsupport@cua.edu to contact Technology Services for assistance.

Purchasing Requirements

1. Computing equipment must be purchased using a requisition. University credit cards or personal funds are not authorized for purchase of university computing equipment and related items.
2. Your department must retain purchase and warranty records for any computing equipment or software purchased through department funds.
3. Do not purchase Microsoft Office or antivirus software for computers, as Technology Services provisions these for university-owned computers.
4. Equipment must be shipped directly to Technology Services for provisioning on the campus network.
5. All general-purpose computers must be joined to the cua.edu domain and configured for central administration by Technology Services. (See "Hardware deployment" below.) Any computer found to not be in compliance with this requirement may be disconnected from the campus network without warning.

Please refer to additional requirements below pertaining to the type of equipment you are planning to purchase.

Tablets

Apple iPad and similar tablet devices are designed and marketed as a platform for consuming and creating audio-visual media and other content. Tablet devices usually run a smartphone-like operating system such as Apple iPadOS or Google Android.

These tablets differ from devices collectively known as "Tablet PCs". Tablet PCs run a full desktop computer version of the operating system, such as Windows, and can run the same application software and perform the same functions as a laptop computer. An example of a tablet PC is the Microsoft Surface Pro. Tablet PCs are considered to be computers, not tablets, under the Standardization guidelines.

Tablet networking

Some tablets are able to be configured with cellular communications (e.g., LTE) in addition to standard WiFi networking. The university will purchase tablets with WiFi access only; the tablet must not include cellular communications.

If cellular communications are required, the tablet may be "tethered" to a smartphone via WiFi. Tethering allows you to use your cellphone as a mobile WiFi hotspot. Most mobile carriers have an available tethering plan for smartphones.

Tablet software

Apps for your device cannot be purchased with University funds at this time.

Tablet Physical Security

Because they are small and portable, tablets are especially vulnerable to loss or theft. Please exercise the appropriate caution.

Additional Information

Tablets may be activated and content downloaded over the network. There no longer is any need for supporting software on a computer (specifically, Apple iTunes should not be installed).

Tablets are university assets and must be relinquished on termination of employment. Tablets must be inventoried and tagged on purchase according to established Risk and Asset Inventory procedures.

Printers

Shared, networked Ricoh multifunction printers (MFP) are available to departments through a University-wide contract to facilitate the normal business operations. Departmental employees are expected to use the department’s shared, networked printers for their printing and copying needs. Technology Services provides support for these departmental, high-volume, network accessible printers. Toner for the device is included as part of the contract. Each department is responsible for purchasing paper and other consumables for the Ricoh MFP devices in its department. Please contact the Office of Procurement and Payment Services at askprocurement@cua.edu if you would like to obtain an additional Ricoh MFP.

Your department is responsible for purchasing paper, toner cartridges and maintenance kits for any other laser printers in your department, and for any necessary hardware repairs.

No multifunction printers other than the Ricoh copiers under the University contract may be used on the campus network. The two print-only laser printers on the Storefront have five year warranties. When you purchase one of these, Technology Services will network the printer for use by your office.

Legacy directly attached printers are supported by Technology Services at a lower level of support. Multiple small printers that are inexpensive for the department can prove costly for the university as a whole when it comes to support.

Please read the University Printer Policy

Software

The software available on the Storefront has already undergone contract approval as required by the University Contract Approval and Signature Authority Policy.

If you are seeking to purchase software not listed on the Storefront, please first submit a ticket at techsupport@cua.edu, as it is possible that the software is already approved and available through an existing agreement.

Requirements

In general, for any client (desktop, laptop) computer software you are seeking to acquire, it must

• Be compatible with the current standard client computer software deployed by Technology Services.
• Be properly licensed, and
• Have gone through the contract approval process for its Agreements.

Please also be aware of the following additional requirements.

• The software must not require unusual server or network-level configuration or services, nor significant integration to implement (otherwise it is an Enterprise Application and you should use the project intake form rather than these procedures).
• The software needs to be kept up-to-date (which means your department must budget each year for recurring licensing or software maintenance costs).
• Its Agreements need to be re-reviewed when they are updated by the manufacturer.

Regarding the contract approval process, all software (even Open Source or freeware) has an associated license agreement. If the software's agreement has not been approved by the university, you must:

1. Complete an Exception Form as described in the next section.
2. Submit and have approved a Business Contract Approval Routing sheet as described in Contract Procedures document linked from the Policy. The software cannot be installed until its Agreement is approved.

Exceptions

If you feel justified to request an exception to university policy on standardized purchases, please complete the Technology Purchase Exception Form including required signatures, and attach it along with the quotation for the item to your requisition. The quotation must include a five-year warranty for Windows desktops and network printers; a four-year warranty for laptops, tablet PCs, and Apple Mac desktops and iPads; and a three-year warranty for all other devices and peripherals such as monitors and projectors.

Hardware Deployment and Support

Deployment

When purchased hardware is delivered, Technology Services tags the equipment as a university asset, and provisions it for use on the campus network. For computers, provisioning normally involves providing a standard set of software, and configuring the system for central administration and domain use.

Technology Services delivers desktop systems to your office and connects them to the network. Notebooks and other mobile devices can be picked up at the Service Desk in the Leahy 117 computer lab.

Support

Technology Services provides support for all computing equipment used at the University. Its staff are trained to support the standard configurations and the university Windows-based software image. All standard configurations are found on the Storefront. Support for other hardware, operating systems and applications is offered on a "best effort" basis and often will require longer lead times and referring the user to the item's service center for vendor support.

Once the hardware is out of warranty or if the warranty does not cover all repair expenses, the department is responsible for paying any needed repairs or for replacing the hardware if it cannot be repaired.