Equipment and Software Purchases

If you plan on purchasing Information Technology equipment or software, please follow the steps below.  You may not receive a reimbursement if these steps are not followed.

If you are unsure of your software or equipment needs, request an IT Consultation by contacting the K1ÌåÓý-Cascades IT Team.

Steps to Purchase Equipment

  1. Review what is considered IT Equipment per the list below.
  2. Complete this for any equipment that costs above $100 for the transaction.
  3. If necessary, IT works with the requestor to review or answer questions.
  4. If approved, IT sends an email approving the purchase to the purchasing department copying the requestor.  If identified as a purchase with an index code that requires approval from a program director, it will be noted to reach out to them prior to purchasing.

IT Equipment that requires a request form prior to purchasing:

  • iPads
  • Computers
  • Monitors
  • Printers (including 3D printers)
  • Tablets
  • Audio visual equipment (headsets, camera, recording devices, etc.)
  • Electronic devices
  • GPS type units
  • Satellite phones
  • Nintendo/Xbox/wii
  • Scanners
  • TV's
  • Computer components
  • Or anything else that connects to or interacts with a computer or the K1ÌåÓý network.

Steps to Purchase Software

Prior to purchasing software

  1. Visit the K1ÌåÓý-Cascades rule for purchasing software: . 
  2. Read about the expectations around support for software (DRAFT).
  3. Complete this .
  4. If necessary, IT connects with the requestor to review or answer questions.
  5. If approved, IT sends an email approving the purchase to the purchasing department copying the requestor. If identified as a purchase with an index code that requires approval from a program director, it will be noted to reach out to them prior to purchasing.

What is the purpose of this process?

This process is meant to facilitate a conversation between IT and the requestor to find a secure, sustainable, fiscally responsible and supportable solution that fits the business needs at K1ÌåÓý-Cascades.

What are the benefits of this process?

  • Identify and minimize the risk to the requestor and ultimately K1ÌåÓý-Cascades by having the IT department and the Office of Information Security review the product and its use.
  • Leverage the University’s discounts, thus potentially saving money for the requestor.
  • Provide a clear and transparent support path for ease of use.
  • Understand who is responsible for maintenance and the budget impact for transparency and accountability.
  • Create a partnership with the super user and IT for efficiency.
  • Utilize the technology skills and background of the IT department and their resources on main campus to find an appropriate product that fits the business need.
  • Assist the requestor in finding an enterprise solution used at K1ÌåÓý which can ultimately reduce duplication in products, services, costs, and more.
  • Ensure warranties are purchased with appropriate timelines and with a centralized contact on campus.
  • Discover the demand for products across units, which can create partnerships for shared use across campus(es).
  • If applicable, writing the equipment into the IT budget for refreshes in upcoming years.
  • If applicable, provide input to the service owners of enterprise solutions to adjust, change, or upgrade the product to fit K1ÌåÓý-Cascades’ needs.
  • Provide asset tracking for K1ÌåÓý property.
  • Facilitate the migration of assets between users during position changes.
  • Promote the process for properly disposing of K1ÌåÓý property by following surplus rules and regulations.