Policy 6137
INFORMATION TECHNOLOGY RESOURCES AND SYSTEMS PROCUREMENT

I.      PURPOSE

The purpose of this policy is to ensure that all Longwood University information technology (IT) resource and system procurement decisions are guided by the technology procurement principles of effectiveness and efficiency, including a thorough consideration of factors such as support needs, compatibility, security and budget maximization in all IT resource and system procurement decisions.

II.     DEFINITION

IT Resources and Systems: IT resources and systems include all computers, workstations, peripherals, audiovisual equipment, networks, communications devices, switches, software programs and systems, as well as all related devices, hardware and software owned by Longwood University, covered under contract by the Commonwealth of Virginia or that are the responsibility of Longwood University through agreements with Longwood departments or employees.

III.    POLICY

1. Approval of IT Resource and System Procurements: All purchases of IT resources and systems will be reviewed and approved by the Chief Information Officer (CIO) or his or her designee. The CIO will develop procedures for the review of all IT resource and system purchase requests. The approval of the CIO or his or her designee will be required regardless of the source of the funds to be used for the purchase.
   
   
2. Development of IT Resource and System Standards: The CIO will develop standards to guide purchase decisions of commonly requested IT resources and systems. However, purchase of non-standard IT resources and systems to fulfill unique needs that cannot be met by standard IT resources and systems may be approved if the purchase aligns with the technology procurement principles of effectiveness and efficiency.
   
   
3. Installation of Procured IT Resources and Systems: All newly acquired IT resources and systems will be processed by Information and Instructional Technology Services (IITS) for installation. As of the effective date of this policy only newly acquired university IT resources and systems that were approved for purchase by the CIO or his or her designee will be connected to the university network, maintained by IITS and permitted to store university data.

The University regards any violation of this policy as a serious offense. Violators of this policy are subject to disciplinary action, in addition to possible cancellation of IT resources and systems access privileges. Users of IT resources and systems at Longwood are subject to all applicable local, state and federal statutes. This policy does not preclude prosecution of criminal and civil cases under relevant local, state, federal and international laws and regulations.

Approved by the Board of Visitors, September 11, 2009.

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