Skip to Content
Seton Hall University

Technology Procurement Policy

Purpose

This policy establishes standards for the approval, procurement, and management of University-owned technology, ensuring compliance, efficiency, cost-effectiveness, and alignment with the University’s strategic priorities.

Scope

This policy applies to all University employees making technology-related purchases, including but not limited to hardware, software, peripherals, telecommunications, cloud or externally hosted systems, and services, with University funds, including research funds or grants.

Policy

    1. All Purchases: All technology-related purchases must be approved and procured by the Department of Information Technology (“DoIT”). The standards, guidelines and procedures in this policy enable the DoIT to:
      • Streamline the technology procurement process for efficiency and effectiveness,
      • Leverage the University’s buying power to negotiate favorable terms, conditions, and prices,
      • Ensure that all technology acquisitions are in accordance with the University’s Negotiating and Entering into Contracts and Leases policy, have been appropriately reviewed by the DoIT, and comply with legal, accessibility, security, and quality standards,
      • Promote the standardization and compatibility among technology resources and mitigate duplication of software and services,
      • Increase access to training and support, and
      • Track and manage university-owned, technology assets and inventory.

    2. Hardware Equipment: The DoIT is responsible for the evaluation, procurement, and distribution of hardware, including computers, peripherals, and accessories. Hardware equipment must be approved and purchased by the DoIT, regardless of the funding source. These items should not be purchased via departmental purchasing credit card (the “P-Card”) or purchase order. All hardware equipment purchased with University funds remains the property of the University. 

      At the onset of employment with the University, all faculty and employees receive a University-supported laptop and are required to adhere to the terms and conditions of use detailed in the following policies:


      Requests for desktops, nonstandard laptop models or specialized technology must be submitted to the DoIT with written approval from the dean or department head along with the business needs and specific requirements. Once approved, the DoIT will be responsible for the purchase of the requested hardware, and the department will be issued an invoice upon equipment delivery. Such hardware equipment is and remains University property.

    3. Peripherals: Monitors, docking stations, and wired and wireless keyboards can be requested via the Technology Service Desk. These requests must be initiated by a manager or department head. Requests will be approved on a case-by-case basis based on business purpose and inventory. It is the department’s responsibility to purchase accessory replacements for mice, cables and keyboards. These purchases must be made through the University’s authorized office supply partner(s) and remain University property.

    4. Computer Labs: PC Support Services (PCSS) manages and maintains computer labs at the University. Each lab is equipped with desktop computers, public access network printers, and mobile stations for laptop or tablet use. All of the equipment and furniture in the labs are the property of the University. Technology within the public computer labs is refreshed on a four-year cycle. When equipment is not functioning properly, alert the DoIT by submitting a support ticket to the Technology Service Desk. A user should never attempt to repair any of the equipment in any of the labs. The user will be held accountable for any additional damage done in the process and risks the loss of lab privileges. Special requests for the addition of hardware or software to the labs must be made through the DoIT. 

    5. Centralized Printing: The University has a centralized printing system on campus utilizing the BluePrint print management system, with technical support and toner replacement. The DoIT is responsible for the acquisition and management of the University’s fleet of print devices, and the Chief Information Officer is responsible for oversight of the BluePrint program. Printer acquisitions will be centrally funded by the University, and centrally managed and supported by DoIT. Personal/Desktop/Inkjet printers are not supported by the University and should not be procured without explicit approval. Supplies such as ink/toner cartridges should not be charged to University P-Cards.

    6. New Equipment Funding Requests: The University has established a central equipment fund to support University spending for unforeseen equipment expenses that are not accounted for in departments’ operating budgets. Departments requesting funding for one-time or multi-year equipment purchases that do not exceed $5,000 must provide the DoIT with a description of the equipment, the priority level of the purchase for the budget center, and an explanation as to how the equipment advances the University’s goals and objectives. These requests must be submitted through the Central Equipment Budget Request form.

    7. Software, Infrastructure and Cloud Computing Services Software applications and infrastructure services are procured and managed centrally by DoIT, and deployed automatically to University computers as part of the standard suite of software. DoIT maintains sole authority in the procurement of software or services beyond the standard suite. The evaluation of new applications and services will focus on compatibility, interoperability, and ease of maintenance of proposed solutions. Preference will be given to solutions that align with the University’s “cloud first” strategy and integrate with the University’s existing cloud Infrastructure, Software, and Platform as a Service (IaaS, SaaS, and PaaS). Cloud first does not mean cloud only, and in specific use cases, consideration will be given to on-premise solutions, although these solutions should be increasingly rare. Additionally, new applications and services must integrate with Okta Identity Provider and support SAML Single Sign On (SSO) protocol to ensure that only authorized individuals can access systems and the stored data. 

      Prior to software or vendor selection, individuals and departments must complete an IT Project Request Form. All technology software and services that access the University network, integrate, and/or store University data must: 

      • Undergo a HECVAT review to assess security and identify potential risks.
      • Meet the guidelines set forth in the Data Security Policy and Confidentiality Agreement to ensure an approved storage service for the class of data in use.
      • Comply with WCAG2.0AA accessibility regulations.
      • Support Single Sign On (SSO) to align with IT Security best practices and ensure that only authorized users can access University systems and data.

      Software used at the University must be covered by a license agreement--a contract that gives one party the right to use a computer program owned by another party. The license includes terms and conditions, such as the location, purpose, and number of users. All contract negotiations and agreements must follow the University’s contract review process and policies.

    8. Policy Enforcement: The University will not reimburse or support the purchase of any technology, unless that purchase is made through the DoIT. Cloud services or platforms that do not conform with this Policy may be blocked from the University’s network.

Responsible Office

Department of Information Technology

Related Policies

Approved

Approved by Monsignor Joseph Reilly, President, on the recommendation of the Executive Cabinet, on May 21, 2025.

Effective Date

May 21, 2025