This policy applies to the purchase of all computer related hardware and software that is to be placed on a device attached to or that connects with Rockhurst University’s computer network.

I. Purpose

The purpose of this policy is to ensure that the procurement of information technology hardware, software, and services follows established Rockhurst University policies and guidelines, that due diligence is performed to ensure compatibility with existing systems and policies, that appropriate plans are associated with technology acquisition, and that the approval of the Associate Vice President of Information Technology (CIO) is obtained prior to issuance of a purchase order or a direct purchase.


This policy applies to all technology resources and related services owned, used, or operated by the University, regardless of the source of funding, location, or intended purpose.  These resources include but are not limited to: 

  • Computers and servers of any form factor 
  • Software and information systems
  • Technology services, consulting, and maintenance contracts
  • Peripheral equipment (e.g. printers, scanners, etc.) 
  • Network devices; Television, audio-visual, surveillance and projection equipment
  • Door locking, alarm, and environmental monitoring equipment.


II. Policy

  • The CIO will establish and follow University policy and guidelines for technology procurement. 
  • The technology procurement process will follow established procurement and property management processes approved by the Chief Financial Officer.
  • The approval of the CIO shall be obtained before any large technology purchase of any standard software, hardware and services as defined in section IV.A of this policy.
  • The approval of the CIO shall be obtained before any new technology is acquired for the university as defined in section IV.B of this policy.
  • A legal review is required prior to the execution of any new or modified contract.  
  • The CIO will identify and publish approved technology and provide procedures for technology acquisition. 
  • The purchases of technology for campus use must be coordinated through Physical Plant Purchasing and Information Technology Services.


III. Exclusions

There are no exclusions. The CIO has the sole authority to make exceptions, in writing, to this policy. 

IV. Procedures

1. Standard Approved Software, Hardware and Services

  • The CIO will establish and maintain a website of computer technology acceptable standards, models and vendors. The website will contain appropriate instructions, forms and information for the purposes of acquiring technology resources.
  • When technology is approved as a campus standard, it is pre-approved for procurement without additional consideration by Information Technology or Physical Plant Purchasing.


2. Non-Standard Software, Hardware and Services

  • If a package is not listed as a current standard, it is non-standard. Requests for non-standard software must be made using the Schooldude Service process and must be approved by the Dean or department head before coming to Information Technology for final approval.
  • Non-standard software may not be supported by Information Technology. Before purchasing non-standard software, the purchaser must identify the source of support for the software being purchased.


Purchase of non-standard technology components is allowed. However, such purchases should be minimized as much as reasonably possible. The purchase of non-standard technology components must be justified by the existence of special circumstances that require it. Also, the purchaser of a non-standard technology component must document the source of support for the component before purchase will be approved.


3. Workstation and Laptop Replacement Guidelines 

  • Refer to Rockhurst’s Faculty and Staff Technology Equipment Policy


4. Information Systems Software

  • Information Systems software is software that fulfills a specific business purpose, depends on integration with other sources of information, and is typically used by more than one person.
  • All Information Systems must be evaluated and approved by the CIO before purchase.


Examples of Information Systems are: student information systems (Banner), Customer Resource Management (Slate), and learning management systems (Canvas). When an application software package is considered for purchase, it must be evaluated in terms of its fit with the campus environment (operating hardware requirements, database management system, operating system requirements, Web environment requirements), Legal/FERPA considerations, and the support requirements associated with the package.