The IT Hardware, Software and Services process in CSUBUY

Before Starting a Req in CSUBUY

Required Documentation

The vendor needs to provide the following 1.) Information Security and 2.) Accessibility documentation. 

1. Information Security Options

• Higher Education Community Vendor Assessment Toolkit (HECVAT)
  HECVAT is a self-assessment tool for cloud service providers to demonstrate their compliance with security and privacy standards for higher education institutions.
• If the vendor does not have a HECVAT, attach whatever security information they can send you. 

2. Accessibility Options

• Voluntary Product Accessibility Template (VPAT)
  A VPAT is a tool to document product conformance with accessibility standards and guidelines.  It explains how information and communication technology products meet the Revised 508 Standards for IT accessibility. This includes software, hardware, electronic content and support documentation.
• If the vendor does not have a VPAT, attach whatever accessibility information they can send you. 

Providing these documents will help to ensure that your requisition is completed as soon as possible.

FAQs

• Vendor Does Not Have Documentation
  Most of the time the vendor will know what these two documents are, if not, please attach the email with the vendor showing that you attempted to retrieve the documents.
• Don't have a contact at the company
  Usually you can email the company's support email for information. 
• Vendor Wants an NDA

  If the vendor wants CSUSM to sign a Non Disclosure Agreement (NDA) to send us the above documents please tell them "CSUSM will not sign vendor NDAs to receive accessibility conformance documentation."

  Signing an NDA to recieve these documents may conflict with CSUSM's obligations under the California Public Record Act.

• Vendor Does Not Respond to Email
  If the vendor does not reply to your request for documents after 10 business days please note that in the requisition and submit it.
• Can this purchase go on a Procard?
  Please refer to section 10 of the CSUSM ProCard Manual.
• Does this have to be done every year?
  Yes, Security and Accessibility standards change every year.
• Do I have to do this for everything on Earth?

  No, Items excluded from the CSUBUY IT system.

  Note: Some items are treated specially.

  iPads, Hotspots, and CellPhones

Creating a Req in CSUBUY

• Name the cart name to your requests Product Name instead of the default name the system gives it.

If you have any questions about the above please email itr@csusm.edu

Get Started

Continue to CSUBUY