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 OSU-Cascades IT Team.
Steps to Purchase Equipment
- Review what is considered IT Equipment per the list below.
- Complete this form for any equipment that costs above $100 for the transaction.
- If necessary, IT works with the requestor to review or answer questions.
- 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 OSU network.
Steps to Purchase Software
Prior to purchasing software
- Visit the OSU-Cascades rule for purchasing software: Software Rule.
- Read about the expectations around support for software here (DRAFT).
- Complete this form.
- If necessary, IT connects with the requestor to review or answer questions.
- 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 OSU-Cascades.
What are the benefits of this process?
- Identify and minimize the risk to the requestor and ultimately OSU-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 OSU 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 OSU-Cascades’ needs.
- Provide asset tracking for OSU property.
- Facilitate the migration of assets between users during position changes.
- Promote the process for properly disposing of OSU property by following surplus rules and regulations.