Technology Purchasing Guidelines
The following guidelines relate to purchasing network lines, end-user technology devices, software, and installations. These guidelines help us manage institutional costs, including those related to software, support, and replacement. Each computer or printer network line incurs installation, upgrading, support, software licensing, Internet connection, and other costs.
- Replacing a Computer or Printer
A new computer/printer purchase is considered a replacement when an older computer or printer is returned to BaylorITS Installation Services. The replacement of a computer or printer should be initiated by the departmental representative or the appropriate university designee. It does not require the approval of the Academic Dean, Vice President, or their designated representatives, unless that approval is part of the School or Division’s approval process. - Adding a Computer or Printer
A new computer/printer purchase is considered an additional computer or printer when an older unit is not returned to the Installation Services. The addition of a computer or printer must be initiated by the departmental representative and approved by the Academic Dean (academic departments), Vice President or their designated representatives (administrative departments). - Redeployment of Computer
Please submit this form to request a redeployment of an existing Level B or higher computer. Files existing on the computer will not be transferred. You will be contacted by BaylorITS Installation Services to redeploy the device. - Network Line
A departmental representative or an appropriate university designee should contact Facility Services to request installation of a new network line, or HelpDesk+ to reactivate an unused network line. Facility Services will charge the department the cost of the line installation. - Additional Non-Primary Computer
Baylor provides each employee with a Category 1 (Primary Office) computer that will be replaced on a regular basis. Additional computers, e.g., computers for certain research needs or specialized job requirements, are allowed with the approval of the Academic Dean, Vice President, or their designated representatives. Additional computers fall under Categories 2-8 and will follow the Hardware Replacement Schedule. To better understand hardware categories, review this document . - Additional Device(s)
A device, such as an iPad, smartphone, or other approved hardware, must be purchased through Technology Purchasing procedures. - Non-Standard System
The purchase of any non-standard system is an exception and requires approval. After reviewing our campus technology standards, if you still want to purchase a non-standard system, complete a Request for Purchase of Non-Standard Technology form. - Printer
Baylor's Technology Standards list current standard printers. All printers must be purchased through approved technology purchasing channels. Non-standard printers must follow the guidelines outlined in #7 above. - Room Display Technologies (Projectors, Flat Panel Displays, etc.)
All display purchases, including classrooms, conference rooms, and digital signage, should comply with the standards set by Baylor's Learning Spaces team. - Externally Funded Purchase
Unless otherwise specified in the applicable grant or contract agreement, all computer technology purchased with external funds administered by the Office of the Vice Provost for Research is the property of Baylor University, and as such is subject to the Baylor computer, network, information systems, support, and disposal policies, as well as University-sponsored software agreements. - Software
Baylor University has purchased site licenses and/or volume licenses for many software packages. The software you need may already be available at no additional cost. Visit the Software page on HelpDesk+ for additional information. If the software is not listed, submit an IDEA form. - Review of Software Agreement
All software license agreements/contracts, including online "click through" agreements, must be approved through Baylor University's Contract Management System.