Policies & Procedures
Policies & Procedures / Information Technology Purchase Policy

Information Technology Purchase Policy

Purpose:

This policy ensures that university technology purchases support institutional goals, comply with security and licensing standards, and follow responsible budgeting and support practices. It applies to all IT purchases made with university funds, including general, grant, and auxiliary funding.

Definitions related to this Policy:

AI Tools means tools, services, models, or infrastructure intended to support artificial intelligence capabilities. This includes AI-powered applications, large language models (LLMs), machine learning platforms, generative AI services, and hardware or cloud resources procured for, but not limited to, training, hosting, operations, or developing AI models.

Information Technology (IT) Purchases means, but is not limited to, computers, laptops, mobile devices, servers, networking equipment, audiovisual technology, printers, software (including SaaS), IT services, subscriptions, and AI tools.

Standard Equipment means hardware and software approved by WITS for support and lifecycle management.

Policy:

  1. Purchase Approval
    1. All IT Purchases must be reviewed and approved by WITS.
    2. IT Purchases, including but not limited to any hardware/software not approved or inventoried by WITS, will not be supported or permitted on secure networks.
  2. Funding
    1. WITS provides a maximum of one primary computing device for each staff/faculty whose role requires it unless:
      1. Written justification is provided for a secondary device(s) or enhanced configurations, and the request is approved by both the division head and WITS; and,
      2. Departmental or grant budgets will cover the additional device(s) and other non-standard purchases unless otherwise negotiated.
    2. WITS manages annual bulk IT Purchases whenever possible to maximize efficiency and to make a best effort for a 5-year refresh cycle. Priority is based on use, condition, and instructional impact. WITS will coordinate the annual refresh with department and division heads.
    3. Hiring managers should request computing devices for new employees via the HR New Employee Checklist.
  3. Software, Subscriptions, and AI Tools -All software, cloud subscriptions, and AI Tools must be approved by WITS before use or purchase to allow for review for appropriate licensing, security (data and infrastructure), compliance with laws around protected data (e.g., FERPA, GLBA), accessibility, and integration with university systems.
    1. All generative AI procurements must be requested and processed through WITS. Employees may not independently purchase or subscribe to generative AI Tools using university funds, including P-cards or departmental budgets.
    2. Tools that process or store protected data must undergo compliance review to ensure alignment with FERPA, GLBA, and other applicable regulations.
    3. Faculty-led instructional and research projects that explore or develop artificial intelligence tools may proceed independently when they do not require university-managed computing resources, enterprise system integrations, or the processing of protected institutional data. WITS supports this work and encourages early consultation when a project requires access to university infrastructure, escalated computing resources, data handling considerations, or may introduce technical or contractual obligations for the institution.
  4. Standardization
    1. Employees receiving new computers must select from WITS-approved Standard Equipment. Special configurations due to job need or accessibility accommodations must be pre-approved.
    2. The university maintains an approved generative AI solution for general use. Any request for a different generative AI platform or for an enhanced version of the approved solution must be approved by the division head and WITS. All generative AI Tools must be part of the university’s institutional licensing structure to ensure proper administration, support, and risk management.
  5. Ownership and Redeployment
    1. All university-funded IT Purchases are university property.
    2. WITS manages redeployment of functional returned equipment and retirement of outdated or nonfunctional equipment.
    3. Devices may not be gifted or sold to individuals (e.g., retirees or former employees) or transferred outside of university policy.
    4. Departing employees must return all university IT equipment.
    5. Grant-funded equipment must be reported to WITS upon project completion for possible reuse.
  6. Licensing and Compliance
    1. Only software with valid licenses may be installed on university-owned equipment.
    2. Software installations outside of WITS oversight are prohibited and will be removed.
  7. Home Use and Responsibility
    1. University-owned devices may be used at home for university business.
    2. Family members or unauthorized individuals must not access university-owned equipment.
    3. Loss or damage to university-owned devices must be reported to WITS and Campus Safety immediately.

Effective Date: February 13, 2026
Responsible Person/Primary Contact: Chief Information Officer
Responsible University Office: WITS