The Catholic University of America

Purchasing Computing Hardware
with University Funds

Introduction
Hardware Deployment
Hardware Support
Tablet Device
Printer
Exceptions
Creating the Requsition

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. 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 to do network printing in their office space.

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

The current standard models that may be purchased by departments is listed on our Storefront page under University Fund Purchases. (Note: this page provides information about university department computer 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 about these, or are seeking an exception to the university's Standardization Policy, please techsupport.cua.educontact Technology Services for assistance.

Purchase 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. Computers that do not include a built-in Ethernet port must be configured to include a USB Ethernet adapter.
  5. Equipment must be shipped directly to Technology Services for provisioning on the campus network.  When creating a requisition, select (CPIT) for Technology Services (for single computers, including desktops) or "CPIT_DOCK" (for multiple desktops or very large equipment) as the delivery location.
  6. 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.

 

Hardware deployment

After the hardware is purchased, 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 will then deliver desktop systems to your office and connect them to the network. Notebooks and other mobile devices can be picked up in Leahy 117.

If you would like to purchase hardware that requires Technology Service to install, please email us to discuss pricing and effort. Techsupport@cua.edu

 

Technology Services hardware support

Technology Services performs in-house hardware repairs only on standard model university desktop computers provisioned by TS. Spare parts are obtained under warranty.  Once the system is out of warranty, basic hardware repairs are made using spare parts stocked in house.

Technology Services is generally unable to perform hardware repairs for university notebook computers or tablets--these require a warranty repair by the vendor.

Once it is out of warranty, the department is responsible for paying any needed repairs or for replacing the computer if it cannot be repaired. It is therefore beneficial to purchase a hardware warranty for as long as the computer is expected to remain in service.

For notebook computers, you may also want to consider purchasing an additional Accidental Damage warranty service for issues like liquid spills, electrical surges, unintentional breakage and drops that are not covered by the standard hardware warranty.

  

Tablet Devices

Apple iPad and similar tablet devices (e.g., Samsung Galaxy Tab) are designed and marketed as a platform for audio-visual media including e-books and periodicals, music, movies, games and web content. Tablet devices usually run a smartphone-like operating system such as Apple iOS, Google Android or Microsoft Windows RT. They typically cannot run the same software packages as a desktop or laptop computer, and generally are not considered a suitable replacement for a computer.

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 7, and can run the same application software and perform the same functions as a laptop computer. Tablet PCs are considered to be computers, not tablets, under the Standardization guidelines.

Purchasing Requirements

Tablet networking

Some tablets are able to be configured with cellular communications (e.g., 3G, LTE) in addition to standard WiFi networking. The university will purchase tablets with WiFi access only; the tablet must not include cellular communications.

If tablet 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 that support that feature. Please refer to the Employee Cell Phones for Business Use Policy for more information about using personal smartphones for university business.

Tablet device software

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

Exceptions

To request an exception to any of these tablet purchasing requirements, please contact Technology Services

Tablet Data Security

Because they are small and portable, tablets are especially vulnerable to loss or theft.  

Other Issues

Tablets may be activated and content downloaded over the network. There no longer is any need for supporting software on a computer.  Apple iTunes or similar tablet support software should not be installed on university computers. 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.

Printer

 

Network Printer

Departments must use only the networked Ricoh multifunction copier for network printing as the toner cartridges are provided free of charge through the university's contract with Ricoh.Your department is responsible for purchasing paper and other consumables for the Ricoh copiers in your department. Please contact the Procurement Office if you would like to obtain an additional Ricoh copier.

Your department is responsible for purchasing paper, toner cartridges and maintenance kits for any legacy laser printers in your department.

No multifunction printers other than the Ricoh copiers under the Ricoh contract may be used on the campus network.

 

Directly-attached Printer

Please read the Universities latest printer policy

 

 

Exceptions

If you feel justified to request an exception to university policy, please complete the Technology Purchase Exception Form and attach it to your requsition. If the equipment you would like to purchase is not on the Storefront, and exception form is needed. Please ensure there is at least a 3-year warranty for all equipment purchased. 

 

Creating the Requisitions 

 Once you have the PDF that has been generated from the Storefront, you can attach this to your requsition. Here are instructions to do this. You can contact Procurement if you have questions on this. They can be reached at askprocurement@cua.edu.

Directions for attaching a requisition