Wilmington College
IT Hardware and Software Procurement Policy
Purpose:
This document defines the process through which Wilmington College’s (college) hardware and
software purchases are made. The purpose of this policy is to ensure the safety and reliability of
college systems and data.
Scope:
This policy applies to any purchases of computing hardware, software or computing services using
college funds.
Policy:
1. IT Involvement:
1. Software purchases require IT involvement if any of the following are true:
1. Assistance will be required to install or implement the software.
2. Software or data used by the software will be stored on an internal server.
3. Software will use and/or store data that includes any data deemed private or data that must be secured and retained.
4. Software or hardware will require campus credentials (Active Directory or Single Sign On) for authentication.
5. Software or hardware will be made generally available to students and/or employees.
6. Integration with other campus systems is required.
7. Ongoing support from IT is expected.
8. IT involvement is not required for hardware that will change ownership prior to use/activation and will not be used for conducting college business (e.g. a tablet to be given away in a drawing).
2. Purchases of computing hardware and peripherals (hard drives, adapters, mice, keyboards, etc.) that will be paid with college funds require IT involvement and approval before purchase. IT involvement is always recommended to ensure device compatibility and best pricing. These items may
not be paid through expense reimbursement to an individual or using a college credit card without prior approval by the IT Department.
3. Purchases of permanently mounted hardware require IT involvement. IT will coordinate installation through the Physical Plant Department.
4. IT generally does not support hardware and software that have been purchased without IT involvement. Support for such systems would be best effort and only as time allows.
2. Accessibility:
1. Software and non-peripheral hardware purchased by the college should consider accessibility as a factor in purchasing decisions including, but not limited to:
1. Section 508 of the Rehabilitation Act
2. W3C Web Content Accessibility Guidelines (WCAG) 2.0
2. The office making the purchase will provide to IT:
1. Documentation regarding accessibility supplied by the vendor.
2. A list of any exceptions to the above accessibility standards identified in the vendor documentation.
3. In the event that no suitable product is found that meets minimum accessibility requirements, a description of the reason the product was selected should be submitted to IT for reviewand approval.