Policy Details

Date of Last Update

Approved By
  • Senior Leadership Team

Responsible Office
Information Technology


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Technology Acquisition Policy

SLT 11.14

  1. Policy
  2. Policy Statement
  3. Procedures


The purpose of this policy is to establish standards, guidelines, and procedures for the purchase and/or lease of all information technology hardware, software, and computer-related components, as well as the contracting for all technical services. This policy will ensure that all Grand Valley State University purchases and leases align with strategic priorities; existing technical infrastructure, assets, and standards; information security guidelines; legal and regulatory compliance; optimal use of institutional funds and resources; and must still comply with general university procurement procedures and policies. 

This policy applies to all who access the institution’s information technology resources and services, including administrators, faculty, employees, students, contractors, and vendors.  
This policy covers all information technology hardware, software, and computer-related components purchased and/or leased with Grand Valley State University funds. Specifically, this policy includes, but is not limited to, the following Grand Valley State University technology resources: 

•    Endpoint hardware such as desktops, laptops, tablets, printers, and mobile devices.
•    Devices connected to GVSU’s network infrastructure, wired or wireless.
•    Enterprise audio-visual equipment for offices, classrooms, and/or conference rooms.
•    Applications or endpoints intended for use in labs and/or classrooms.
•    Enterprise infrastructure including servers, switches, research machines, and storage devices.
•    Software, services, and applications including those provided by an external party.
•    Systems/services that consume, create, or update University data including those that allow access using University accounts.

This policy extends to technical services, such as off-site disaster recovery solutions and Internet Service Providers (ISPs), as well as professional services, such as consultants and legal professionals hired through the Information Technology Division. These include, but are not limited to, the following: 

•    Professionals or firms contracted for IT services
•    Technical training services
•    Co-location services
•    Disaster recovery services
•    Data network services

All hardware, software, or components purchased and/or leased with Grand Valley State University funds are the property of Grand Valley State University. This includes items purchased through grants and professional development funds. 

Policy Statement

  1. The Information Technology Division is responsible for acquiring and/or approving all hardware and software products purchased and/or leased with university funds. Through normal operational means, the Information Technology Division replaces certain hardware on a regular basis and maintains a software library containing products that meet most needs. The purpose of this policy is to define the process by which additional hardware and software products are reviewed, purchased/leased, and maintained, with respect to data security, operational integrity, and long-term sustainability. The Information Technology Division will neither install nor support hardware or software that has not been approved in advance of purchase and/or lease. The Information Technology Division can assist in determining if the University already owns hardware and software that meets departmental needs.
  2. All technology purchases and/or leases that either A) exceed $500 per unit or $1000 total or B) include computers, laptops, network-connected devices, local or cloud-based storage, tablets, peripherals, phones, printers, copiers, software that consumes/transmits/stores GVSU data, or service contracts must first be submitted to the Information Technology Division*. In addition to IT approval, funding must also be approved by a department head (or designee) prior to procurement.

    *    IT review will begin within two business days.   All technology acquisitions must be completed through standard purchasing and procurement processes; personally funded technology purchases for Grand Valley State University business needs may not be reimbursed.
  3. A standard items list will be maintained containing Grand Valley State University’s pre-approved technology devices, applications, services, and products. Standard items have been proven to be supportable by the Information Technology Division, compatible with university-supported systems, and cost-effective. Selected vendors have been vetted for optimal pricing and support. Departments should use this list as a source for products and services. Suggested vendors can be evaluated.
  4. A requested item already in inventory, will be made available to the requestor. Requests for standard items not in inventory will be processed according to this policy statement and in alignment with standard purchasing procedures.
  5. If approved, a formal selection process will be initiated that will involve a thorough vendor sourcing, per the University’s Procurement Policy.

    •    The selection process may vary depending on the type, cost, and other purchase significance factors.
    •    Individuals requesting non-standard items for purchase and/or lease can suggest a potential vendor if a pre-existing relationship exists between that vendor and Grand Valley State University or use the procurement CO-OP that has pre-vetted certain vendors/products.
  6. For the purchase of cellular phones and wireless service provider contracts, please see the University Cellular Phone and Wireless Communication Policy.
  7. See the University Procurement Policy for additional purchasing guidelines.
  8. All purchased technologies must comply with the Confidentiality, Data & Security Policy.


1. Supported hardware and software request procedure

a.    Review the list of standard items and confirm whether the request can be fulfilled from the university’s preferred list of items.
b.    Contact information technology for a quote and availability.
c.    Complete the technology requisition form. 

2.  Non-supported hardware and software need to have additional approvals.

a.    Submit an IT service portal ticket for review.
b.    IT review will begin within two business days.
c.    The decision will be communicated in writing to the requestor.
d.    Requests whose implementation or deployment are complex, costly, and/or highly visible will be converted into project requests for further



Non-compliant technology acquisitions will not be supported by the Information Technology Division. Hardware and devices purchased outside this acquisition policy will not be permitted to connect to the GVSU network. Additionally, GVSU data is not permitted to be collected or stored through software or storage purchased outside this acquisition policy. Repeated violations of this policy will result in notification to Appointing Officers and GVSU Business and Finance for further review and action.