Technology/Software Purchase Policy

Web Content Display Web Content Display

To reduce redundancies and control costs, effective immediately all software purchases must be approved by the Chief Information Officer (CIO). In some cases, the IT department will directly purchase the software if (1) it is part of a software bundle already being purchased by IT, (2) if the software enhances a bulk/blanket license already part of the IT suite of software or (3) if IT needs to keep track of licenses.

The requesting department must:

  • Complete the Saint Elizabeth University (SEU) Technology/Software Purchase Request Form.
  • Make sure that there are available funds in the appropriate budget if there is a cost for the software.
  • Have approval from the department manager/supervisor.
  • Coordinate with IT to ensure dependencies for the ongoing operation of the software and/or hardware are available. These dependencies include but are not limited to: dedicated hardware, additional supporting software, SQL Server space, file server space, backup server space, network bandwidth, and Internet bandwidth.

Any purchase of software that necessitates data interface with any SEU enterprise application must be approved by the CIO.

Contracts, to include provider security reports, for third party cloud services or Software As a Service (SAAS) must be reviewed/approved by both the Vice President of Finance and the CIO. Security reports must also be requested.

Technology support will be based on the support level agreed upon as part of the purchase approval process.

The purchase of non-standard technology (standard vendor is Dell) must be justified by the existence of special circumstances. Also, the purchaser of a non-standard technology must document the source of support for the hardware and/or software before the purchase will approved.

The IT department will work with the requesting department to document non-standard situations. Division Vice Presidents will be asked to approve any non-conforming purchases that will be made in spite of potential conflicts.

IT will evaluate purchase requests and will communicate to the requesting department the level of support that will be provided as part of the purchase approval process.