Purchasing Guidelines & FAQs

Purchasing Guidelines & FAQs

Purchase and Support of Computers, Related Technology, and Software

1. General Principles
  • Effective February 14th, 2014, this standard applies to the purchase and support of all computer‐related technology for all departments, divisions and colleges that receive ITS support, including all colleges, divisions, departments, centers, research laboratories, and other entities. A grandfather clause will be in effect for all hardware purchased from February 14, 2012 to February 14, 2014. On February, 2016, this grandfather clause will expire.  
  • All computers, related technology (including all peripherals), and software licenses purchased using Rochester Institute of Technology (RIT) funds, including startup, operating, discretionary, and grant funds, in the areas supported by ITS, are the property of RIT and must be configured by ITS staff to comply with all RIT computer, information, and security policies, and added to inventory as appropriate.
  • ITS can assist in advising, consulting, and making recommendations on purchases. However, ITS does not approve expenditure of funds.  For help in choosing a desktop or laptop model that best meets your needs, please see our purchasing guidelines.


Who does this standard apply to?

This standard applies to all RIT-owned, ITS Managed Computers. Generally speaking, if your computer is owned by RIT, you are an RIT Faculty or Staff member, and your department is not serviced by a separate academic IT group, your computer is considered to be "ITS Managed".

Why is it important for me to adhere to this standard?

To reduce overall operating costs to the institute, ITS and Procurement work diligently to ensure that you’re provided with the most cost effective solution for your computer needs. Negotiations with various vendors are made on an ongoing basis to provide you with enterprise level computers that meet the needs of RIT faculty and staff and adhere to all Desktop Support Standards set by the Information Security Office. A lot of time and effort goes into the designing and maintenance of our computer systems. Systems outside of the recommended models incur additional costs to the institute due to the nature of resources required to support them.

I have a legitimate need to purchase a model outside of the standard. What is the exception process?

Support for purchases of hardware or technologies that vary from the approved lists will be at the discretion of ITS and must be approved by the Chief Information Officer (CIO). An additional exception request to the Information Security Office may be required depending on the circumstances. It should be noted that systems outside of the ITS standards may receive degraded support.

Download, complete, and return the ITS Purchasing and Support Exception Form to ITS.

My division/department currently has several systems that fall under the non-standard category and we have a limited budget for computer purchases. Was that considered during the design of this standard?

Yes, computer funding was certainly a consideration, as was many other factors. To help account for this, we’ve established a grandfather clause that is in effect for all hardware purchased from November 15, 2011 to November 15, 2013. On November 1, 2015, this grandfather clause will expire and these items will no longer be supported without an exception.