Hardware and Software Procurement Policy

PURPOSE:

This document defines the process through which hardware and software purchases are made. The purpose of this policy is to ensure the safety and reliability of institutional systems and data.

SCOPE:  

This policy applies to any purchases using ICOM funds to aquire hardware or software in relation to work at ICOM or in connection with any hardware or software currently supplied by ICOM.

DEFINITIONS:

Directory Information: At its discretion, Idaho College of Osteopathic Medicine may provide "directory information" in accordance with the provisions of the Family Educational Rights and Privacy Act (FERPA).

Directory information is defined as that information which would not generally be considered harmful or an invasion of privacy if disclosed. ICOM construes the following information to be "directory information": parents' names and addresses; the student's name, permanent address, local address, temporary address, e-mail addresses, telephone numbers, date and place of birth, the student's participation in officially recognized activities, dates of attendance, enrollment status (including full-time and part-time), degrees and awards received, class year, the most recent previous school attended, and locations, photographs, audio recordings, video recordings.

Students may restrict the release of their directory information to third parties by annually submitting a signed and dated statement to the registrar's office within the first two weeks of the semester. Otherwise, all photographs and information listed above are considered as "directory information" according to federal law. Non-directory information, notably grade records, are released to third parties only on written request of the student, or otherwise required by law (e.g., subpoena).

POLICY:

IT Involvement:

1. Software purchases require IT approval and/or involvement if any of the following are true:

1. 1. Assistance will be required to install or implement the software.
   2. Software will use and/or store data other than “Directory Information” as defined above.
   3. Software will require campus credentials (JumpCloud or Single Sign On) for authentication.
   4. Software will be made generally available to students and/or employees.
   5. Integration with other campus systems is required.
   6. Ongoing support from IT is expected.

2. Purchases of the following hardware require IT approval and/or involvement:

1. 1. Desktop or laptop computers.
   2. Tablets.
   3. Computer monitors.
   4. External storage devices.
   5. Printers.
   6. Any individual piece of hardware with a purchase price greater than $500.
   7. Hardware will be made generally available to students and/or employees.
   8. Any individual piece of hardware will need to connect to the network and/or internet

3. Purchases of permanently mounted hardware require IT approval and/or involvement. IT will coordinate installation through ICOM Facilities Services.

4. Purchases of peripherals (adapters, mice, keyboards, etc) require IT approval and/or involvement if there is an expectation of future support. IT involvement is always recommended to ensure device compatibility and best pricing.

5. As needed, IT will draft a statement of work that outlines:
   1. Requirements for implementation of the hardware or software.
   2. Expected milestones and timelines.
   3. Levels and expectations for post implementation support.

6. Any purchase that exceeds $20,000 (one-time or annually) or will be used by the greater ICOM community is subject to review by the Employee IT Advisory Council

7. IT generally does not support hardware and software that have been purchased without IT approval and/or involvement. Support for such systems would be best effort and only as time allows.

PRIMARY POLICY OWNER: 

Chief Information Officer

SUPPORTING DOCUMENTS: 

Hardware/Software Request Form

APPROVAL: 

Effective: 8/1/22

Last Reviewed: 2/15/24

Review Requirement: Annual