Technology and Software Procurement and Lifecycle Management

1. PURPOSE AND SCOPE
   1. To maintain compatibility, ensure proper support, and uphold security standards across the College of Social and Behavioral Science (CSBS); all technology-related purchases (e.g., hardware, software) must be coordinated through CSBS Computing.
   2. All faculty and staff must perform university-related work exclusively on university-issued devices, which are configured to meet evolving cybersecurity standards; personal devices are not permitted.
   3. This policy applies to full-time faculty and staff doing university work for CSBS on CSBS-assigned computers.
2. DEFNINITIONS
   1. Hardware: Physical technology equipment, including (but not limited to) computers, monitors, printers, tablets, external drives, peripherals, and accessories.
   2. Software: Any licensed or open-source digital product such as operating systems, applications, cloud-based tools, platforms, or services requiring installation or subscription.
   3. Approval: Authorization from CSBS Computing-provided via helpdesk ticket must be obtained before initiating purchase.
   4. Reimbursement: Out-of-pocket purchases made outside this policy are not eligible for reimbursement.
3. POLICY
   1. All hardware and software purchases must be reviewed by, approved, and processed through CSBS Computing. Purchasing Items from the University Surplus or any external vendor is strictly prohibited and will not be reimbursed without prior approval from CSBS Computing or supported by CSBS Computing under any circumstances, regardless of funding source or urgency of need.
   2. Devices purchased from Surplus or external vendors may not be used for university work and will not be granted access to university systems or networks.
   3. Purchasing
      1. Submitting a Request: All technology purchase requests must be submitted to CSBS Computing using the designated request process (e.g., support.csbs.utah.edu/policies/hardware-software-purchasing.php). Include specifications and the funding source in the request.
      2. Review and Approval: CSBS Computing will review the request for compatibility, security, and supportability. Typical response time is within 48 business hours of submission. Approved items will be ordered through appropriate University procurement. Refer to Policy 4-050
      3. Purchasing Process: All purchases will be made by CSBS Computing. Users will be notified when equipment is ready for delivery, setup, or installation. Typical turnaround time 3–4 weeks, depending on item availability and procurement processing timelines.
      4. Unapproved Purchases: Any hardware or software purchased independently, without prior approval from CSBS Computing, will not be reimbursed, supported, or allowed on the CSBS network.
4. New Faculty and Staff Technology Setup
   1. The hiring department Chair and Administrative Officer must coordinate with CSBS Computing to assess and fulfill new faculty technology needs. An IT Intake Form is required and will be provided by CSBS Computing upon notification. A helpdesk ticket must be submitted to initiate process.
   2. Standard equipment packages will be provided based on the role and available funding. Any additional or specialized equipment must be requested and approved through the standard purchasing process.
   3. Departments are encouraged to notify CSBS Computing early in the hiring process to ensure timely setup of technology resources.
5. Equipment Life Cycle Management
   1. As part of CSBS’s commitment to maintaining secure, functional, and supportable technology, funding has been designated for the scheduled replacement of primary computing equipment assigned to faculty and staff. This policy ensures that institutional technology remains up-to-date and aligned with university security and operational standards.
   2. Replacement eligibility and Timing
      Faculty and staff are eligible for a primary machine replacement based on the following schedule:
      1. 1. Laptops: Eligible for replacement at three (3) years; replacement becomes mandatory at four (4) years if not already completed.
         2. Desktops: Eligible for replacement at five (5) years; replacement becomes mandatory at six (6) years.
   3. This schedule reflects the declining supportability and security compliance of aging equipment. Devices exceeding these thresholds will no longer be permitted on the CSBS network.
   4. If a device does not comply with any part of University Policy 4-004 or associated regulations, an exception to policy request must be made with Governance, Risk & Compliance in accordance with Procedure P4-004.2.b.
6. Device Compliance
   1. When a device is replaced, the previously assigned primary machine must be returned to CSBS Computing. Returned equipment will be evaluated and may be:
      1. Reallocated for secondary use (e.g., reassigned to someone else in your in your dept)
      2. Retained as backup or loaner equipment
      3. Securely decommissioned and sent to the University Surplus and Salvage Department.
7. Network Access
   1. Devices that are no longer eligible for support or network access will be removed from service in accordance with university security and asset management policies.
8. Asset Reallocation upon Departure, Status Change, or Transfer
   1. When a faculty or staff member leaves the University or transfers to another department, or transitions to emeritus status, all assigned technology assets must be returned to CSBS Computing.
      
      1. Returned equipment will be evaluated for condition and usability. Based on this assessment, assets may be:
      2. Reallocated for secondary use.
      3. Retained as backup or loaner equipment
      4. Securely decommissioned and sent to the University Surplus and Salvage Department.
   2. Departments are responsible for notifying CSBS Computing of any personnel changes to ensure proper asset tracking and compliance with university property management policies.
9. Non-Compliance

   1. All CSBS faculty, staff, and student employees are expected to follow this policy.

   2. Non-compliance may result in:
      1. Lack of technical support.
      2. Inability to connect equipment touniversity systems
      3. Security risk and compliance issues (Refer to Policy 4-004 and associated regulations).
      4. Delays in set-up or deployment.

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