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College of Liberal Arts and Sciences

CLAS IT

Purchasing IT Hardware, Software, and Services

Purpose

CLAS IT provides a standard computer image for all new computers, creating a consistent environment for all CLAS IT supported machines. This reduces the time required to install a new computer, allowing CLAS IT to answer more support requests in less time.

UF IT has policies requiring that all information systems go through a risk assessment and that UF IT services and infrastructure must be used when available.

UF Property Services has a directive requiring that any device with internal storage, ex Hard Drive or SSD, have a device custodian that annually certifies the device as part of an annual required asset certification.

Scope

This policy applies to all hardware, software, IT services, and devices purchased with college funds.

Policy

  • Prior to ordering a new computer or printer, software package, instrument or device that has internal storage, instrument or device that connects to the UF network, or IT service offering (cloud storage/virtual hosting), CLAS IT must evaluate the technical requirements and make a recommendation to the Dean’s Office.
  • New technology purchases will be evaluated based on the following criteria: cost-effectiveness, compatibility with UF services and infrastructure, compliance with University of Florida policies, and the ability to provide a high level of support.
  • The Dean’s Office, or local departmental IT support, must approve all new IT expenditures prior to purchase.
  • Only UF sources of funding may be used for the purchase. No personal funds may be used.

Responsibilities

  • CLAS IT will provide a list of supported computer models and will offer quotes for other supported devices, such as laptops based on the department or individual’s needs.
  • Users purchasing models other than those recommended by CLAS IT staff should understand that they may receive limited technical support and service.
  • CLAS IT will evaluate software license purchases to make sure that they comply with UF policies and guidelines.
  • CLAS IT will evaluate IT services, such as cloud storage or VM hosting, to make sure that they comply with UF policies and guidelines.
  • Purchasers will be responsible for submitting a Risk Assessment Intake, where necessary.

More Information

Adopted: Dec 1, 2024. Last revised: Nov 21, 2024