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One-Time Technology Purchases

Interim Purchase Guidelines 

3/26/20 Update:  Essential Purchases Only - Due to the current cirumstances and campus operational status, the campus community is being asked to refrain from purchasing all non-essential items. 

Technology purchases supporting remote instruction or telework should follow the interim purchase guidelines until the campus resumes normal operations or instructed otherwise.  We encourage you to check in at the IITS for You webpage often for updates during this transition to remote instruction.

Technology Refresh Program questions may be directed to trp@csusm.edu.  

 

 

Approvals

  • Purchases under $250

    • Submit request via email to your AVP/Dean

    • If AVP/Dean approves the purchase, requestor may move foward with purchase
  • Purchases over $250

    • Submit request via email to your AVP/Dean

    • AVP/Dean should respond with their approval to the requestor with a cc: to the cio@csusm.edu for IT review/awareness; cc: trp@csusm.edu

    • If CIO/Dean of IITS approves the purchase, requestor may move foward with purchase.  If CIO/Dean of IITS has concerns about the purchase, he will respond to the AVP/Dean and requestor with alternatives

Purchase Options (after pre-approval)

  • Purchases using personal funds

    • May be purchased at a retail outlet or from an online retailer and shipped to home address

    • Reimbursement will be made once campus returns to normal business operations and all appropriate paperwork, tagging and/or verifications have been completed.  Delays should be expected.

  • Purchase by Department ProCard

    • All purchases made with ProCard must be delivered directly to Distribution Services and may not be shipped to home addresses

    • Departments may pick up mail/packages at USB from 10 a.m.-2 p.m., Monday-Thursday
 

Professional Development Funds

The use of professional development funds will be allowed if the approval process above is followed prior to purchase and there will be no comingling of personal and campus funding.  At the time of reimbursement, the amount of professional development funding in conjunction with other campus funding if available, must be able to cover the entirety of the purchase. 

Papework, Tagging & Verification for Computers and iPads

Upon campus resuming normal oprations, any necessary paperwork and asset tagging for computers (or collection and verification of serial # information for iPads) must be completed.  Instructions will be forthcoming.

Computer Support

If the requestor wishes the computer to be on the campus network environment and/or to be supported by IITS once the campus returns to normal operations, the computer  must meet campus standards and a 4-year warranty for PC's or the 3-year AppleCare warranty for Macs must also be purchased.  Support includes IITS support, networking, software and licenses.  IITS will image the device, and install software to include logging in with your campus login, Microsoft Office, anti-virus, Adobe Creative Suite, and campus security updates and encyrption.

If the unit is not part of the campus standards, you will not be eligible to elect campus support. The unit may only be connected to the campus network wirelessly, and all support would be the responsibility of the requestor via the manufacturer.

Property Ownership

Reimbursed purchases will not be considered personal property.  All computers and technology purchased or reimbursed with State, auxiliary, or sponsored project funds are the property of the State of California (or CSUSM and its auxiliaries) and are not personal property.   

When an indivdiual leaves campus employment or no longer has a need for a one-time purchase, the technology or computers must be returned to the purchasing department.  If the department no longer has a need for a one-time purchase computer, the computer MUST be returned to IITS for decommissioning, proper e-waste disposal and to comply with State requirements.  Individuals should not recycle computers outside of IITS.  Failure to return a unit for decommisioning will result in a missing computer report being filed with the Chief Security Officer.