Purpose
To ensure technology standardization, compatibility, security, lifecycle management, and supportability across UW-Green Bay, all computer hardware purchases must be reviewed, approved, and processed through the Green Bay Information Technology (GBIT) Department.
Scope
This policy applies to all UW-Green Bay departments, faculty, staff, and any university-funded purchases of computers, tablets, monitors, and related technology equipment.
Policy Statement
Departments may only purchase computers, tablets, monitors, and related computing equipment that have been approved by GBIT and are listed on the Technology Purchasing website, Hardware Request Form, or other officially designated IT purchasing resources.
All technology purchases must be processed by GBIT. Departments may not independently purchase computers, tablets, monitors, or related computing devices from external vendors without prior approval from GBIT.
All devices purchased with University funds, regardless of the funding source used for the purchase, are the property of the University of Wisconsin. Green Bay Information Technology (GBIT) is responsible for the management and disposition of these devices throughout their lifecycle.
When a device reaches the end of its useful life, is replaced, or is otherwise no longer required by the department or employee to which it is assigned, the device must be returned to GBIT. GBIT retains sole authority to determine whether the device will be reallocated, repurposed, recycled, or otherwise disposed of in accordance with applicable University policies and procedures.
University-owned devices may not be sold, donated, transferred, retained, or disposed of by individual employees or departments without prior authorization from GBIT.
Standard Technology Equipment
GBIT maintains a list of approved technology equipment to ensure:
- Compatibility with university systems and infrastructure.
- Compliance with UW System security standards.
- Standardized support and maintenance procedures.
- Efficient lifecycle management and replacement planning.
- Consistent user experience across campus.
Departments should select equipment from the approved technology offerings whenever possible.
Standard Technology Equipment Purchasing Service in TDX
Non-Standard Equipment Requests
If approved equipment does not meet a department's operational, instructional, research, accessibility, or business requirements, the department must consult with GBIT before making any purchasing decision.
GBIT will evaluate non-standard requests for:
- Technical compatibility.
- Security and compliance requirements.
- Supportability.
- Warranty and lifecycle considerations.
- Total cost of ownership.
Once IT has reviewed the request and approved the request, IT will order the device.
Non-Standard Equipment Request Service in TDX
Support Eligibility
GBIT provides full support only for technology equipment that:
- Has been purchased through GBIT, or
- Has received written approval from GBIT prior to purchase.
Technology equipment acquired without prior GBIT will require the return of those devices, or IT will confiscate the device(s).
This limitation includes, but is not limited to:
- Computers and workstations
- Tablets
- Monitors
- Printers and scanners
- Docking stations
- Computer peripherals and accessories
- Specialized technology devices
GBIT reserves the right to decline support for unauthorized technology purchases that do not meet university standards or security requirements.
Exceptions
Exceptions to this policy require written approval from GBIT prior to purchase.
Departments that purchase technology equipment without obtaining the required approval will return the devices, or IT will confiscate the device(s).
Additional Information
For approved technology standards, purchasing procedures, and request forms, please refer to the Technology Purchasing website or contact GBIT for assistance.