Purpose
This form and process govern requests for non-standard computing equipment used in special projects or when budget constraints necessitate alternatives, ensuring compliance with university, state, and federal policies.
Scope & Definitions
Non-standard equipment: Hardware or configurations not available through the university’s standard catalog or baseline configurations. Capital equipment: A single item with unit cost of $5,000 or more and a useful life greater than one year; requires asset tagging and inventory management.
Prohibited Technology
No technology, hardware, or software identified as prohibited under current university, State of Texas, or federal policies may be purchased, deployed, or used. Refer to the Texas DIR Prohibited Technologies list.
Roles & Responsibilities
- Requester: Initiates request, completes required forms, and provides justification.
- Department Head/Delegate: Reviews and endorses business need and project alignment.
- Information Security: Reviews for security, compliance, and risk considerations.
- Information Technology Services: Reviews for configuration, compatibility, and supportability.
- Procurement Office: Verifies compliance and issues final authorization after all approvals.
Required Documentations
- Exclusive Acquisition Justification Form — required if the item is unique, unavailable via standard channels, or sole-source.
- Software Assessment Form — required when the request includes software or embedded software.
Approval Workflow
- Step 1 — Pre-Consultation: Contact IT Services to determine if standard equipment meets the need.
- Step 2 — Departmental Review: Department head/delegate endorses the need and alignment.
- Step 3 — Information Security & IT Review: Information Security and IT Services review for security, configuration, and support standards.
- Step 4 — Special Equipment Approval: All reviews complete; form approved for submission to Procurement.
Procurement specific steps done on the procurement portal (Link, Purchasing).
Capital Equipment Guidelines
Items with unit cost of $5,000 or more and useful life greater than one year are capital equipment; they must be inventoried, asset-tagged, and managed according to accounting and inventory procedures. Purchases below this threshold may be extended, but all items must still follow official procurement processes.
Coordination & Support
Early coordination with Information Technology Services and Information Security is required to expedite procurement and determine configuration, setup, and maintenance responsibilities. Extended warranties are recommended to mitigate maintenance costs.
Contact Information
Information Technology Services: newcomputer@utrgv.edu
Information Security: is@utrgv.edu
Procurement Office: purch@utrgv.edu