Information Technology Services

May 3, 2024

Dear Colleagues,

We are reminding you about essential guidelines for purchasing and using technology, particularly computers and devices, consistent with the Brandeis Computer Procurement Policy. Adherence with the guidelines ensures compliance with the state and federal-mandated Written Information Security Policy (WISP), which outlines measures Brandeis must take to safeguard data, including personally identifiable information (PII) and financial information. It allows the technology team to protect your device with required security software and takes advantage of negotiated pricing for software and maintenance, which can significantly inflate costs.

All technology purchases must conform to the Brandeis-specific guidelines, including preferred models, required extended warranties, specifications, and pre-approved vendors that align with institutional needs. To ensure compliance, we encourage departments to consult with ITS before purchasing a computer or device. 

1. Brandeis-Specific Guidelines:

• Computer vendors are Apple (through SHI or Connection) and Dell. Computers should not be purchased through Amazon.
• University computers should not be purchased with personal funds or P-cards. All University purchases must be made with charge lines through Coupa.
• Once a computer is purchased and received, it must be brought to the ITS Help Desk in the Goldfarb Library to be imaged. This process adds the required security and management software to each device.
• Old computers can be brought to the ITS Help Desk in Goldfarb for recycling. 
• Computers and equipment purchased with University funds are considered the property of the University. This includes Grant and Research funds. Users cannot take computers with them when they leave Brandeis, and old computers cannot be purchased with personal funds for personal use. 

2. Security and Support Compatibility:

• Compliance with Brandeis-specific guidelines ensures that all technology is compatible with our existing support structures and meets our security and procurement requirements.
• This approach mitigates risks associated with unsupported devices and unsecured systems.
• Purchasing and using unsupported or improperly prepared equipment poses a risk and a liability to the University.

3. Non-approved Vendor Purchases:

• When a purchase must be made outside the Brandeis-approved vendor list, the device must be approved by ITS before purchase and registered with ITS once the device arrives on campus. 
• All devices must be loaded with the ITS standard configuration of software, which includes necessary security applications, device management, and network settings.
• To make a request to purchase equipment outside the Brandeis-approved vendor list, please contact ITS at refresh@brandeis.edu. (Any device that is not offered by Dell or Apple through the Coupa Marketplace)
• Once purchased and received, the device must be brought to the ITS Help Desk to be prepared. The Help Desk will install security and management software and apply appropriate settings for network compatibility and data protection.

4. Responsibility and Compliance:

• It is the responsibility of each department to ensure compliance with the guidelines.
• Computers and devices purchased outside of the guidelines may not be supported. 
• Non-compliant computers and devices can create security vulnerabilities and may be blocked from the campus network. 

Thank you for your attention to these guidelines. Your cooperation is integral to maintaining our technology infrastructure's operational efficiency and security at Brandeis.

Please reach out with questions or assistance regarding guidelines by emailing refresh@brandeis.edu. 

 

Chris Lowre
Associate Director, Desktop Systems Engineering

Courtney Sampson,
Director of Procurement and Accounts Payable