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University Technology Purchases

University Licensed Software and Maintenance

Looking to purchase software? The Technology Department can help!

There are many factors that go into software purchases.

  • Quotes are obtained by the technology department to ensure all university software guidelines are met and the vendor is on State or MHEC contract. 
  • Many University owned software titles can only be installed on University owned systems.
  • The initial purchase of software is paid by the department requesting it.
  • Maintenance and support costs are paid by the technology department after year one. Annual recurring costs will increase the University's overall software budget and will need approval by the V.P. of Finance & Administration before purchasing.
  • Academic departments should obtain approval from their department chair before submitting a software request through the ticketing system.
  • All software licensing and media for the campus is stored in a central location within the CIO Office area for inventory and auditing purposes.

To Obtain a Software Quote

Please complete a Software Request through our online ticketing system. The process for submitting a ticket is outlined in the Software Purchase Request (MS Word) documentation.

University Owned Site Licenses

The following software is available to all faculty and staff members of the University. This software can only be installed on university owned systems per the licensing agreements. Items marked with an asterisk (*) are also available to students.

  • Derive - Computer algebra software.
  • *Maple - Mathematical and analytical software.
  • *McAfee - Antivirus & anti-spyware (see Self-Help Computing Support to download McAfee).
  • *Microsoft Office - Word processing, spreadsheets, presentation, database software and more (if purchasing Microsoft Office for a non-university owned computer, this must be purchased on the WebStore. See Software Discounts for pricing).
  • Adobe Acrobat Pro - Create and edit PDF files.
  • Adobe Creative Cloud - Photoshop, Illustrator, InDesign, Premiere Pro, etc.
  • *Minitab - Statistical software
  • *SPSS - Statistical software 
  • Visio Pro - Business diagramming software

The following software is available to faculty/staff members on their personal systems in accordance with the licensing agreements currently in place.

  • Maple - Mathematical software
  • McAfee - Antivirus software
  • Minitab - Statistical software
  • Logger Pro - Data collection and analysis software
  • SPSS - Statistical software

Need Assistance with PDFs?

The University maintains a site license for Adobe Acrobat Professional, which can be obtained by contacting our Help Desk. University owned licensing can only be installed on University-owned machines.

To Create PDF Files

Microsoft Office (Windows)

Microsoft Office for Windows has a PDF converter built into the program. This feature can be found in the "Save As" menu.

  1. Click on the Microsoft Office Button
  2. Hover over Save As
  3. Select PDF or XPS

With Office you can save your files in PDF format. This feature has limited capabilities.

Microsoft Office (Mac)

Microsoft Office for Mac also has this feature. When saving a document, select PDF in the "Format" drop down menu.

Software Resources

Minitab Resources:

Hardware Vendor Recommendations

Below you will find several vendors who are on State or MHEC Contract for technology related purchases.

This page is designed to assist with your search for technology equipment. Due to constant changes in technology, we ask that you please contact Cheryl Johnston at ext. 4404 to obtain a quote with educational pricing.

  • Apple Education Store
  • CDWG (use the search box at the top of the page to find your product)
  • GovConnection (click on the Public Sector tab then select Higher Education. Use the search box at the top of the page to find your product)
  • B&H Photo Video (use the search box at the top of the page to find your product)

Guidelines for Equipment Purchases

All technology related purchases must be vetted through the Business Manager in the CIO Office to provide a price quote and ensure that these guidelines are being met.

The following guidelines are provided to help explain our purchasing recommendations and assist with the decision making process.

Things to Consider When Making an IT Equipment Purchase

Power Consumption

  • Be sure the System is Energy Star rated, meaning the system meets low power requirements set by the Energy Star Program. Consider purchasing equipment with a Solid State Drive (no spinning, uses less power).

The Environment

  • Is the equipment manufacturer using recyclable materials in their product?
  • Is the equipment manufacturer using recycled materials to produce their packaging? 25 – 50% recyclable is acceptable.
  • Can the packaging material be recycled by the consumer? What percentage? It should be close to 100%.
  • Is the equipment manufacturer making an effort to reduce the packaging size, which will ultimately reduce their carbon footprint? Smaller packages means more items will fit on planes, boats, and trucks, ultimately saving on CO2 emissions.
  • Is the equipment manufacturer eliminating harmful substances from their products? Examples of harmful substances include:
    • Lead
    • Mercury
    • Cadmium
    • Hexavalent chromium
    • Brominated flame retardants (BFR)
    • Arsenic
    • Polyvinyl chloride (PVC)
  • Is the system EPEAT Gold rated? Gold rated systems meet the highest environmental standards set by EPEAT (Electronic Product Environmental Assessment Tool) standards.

What We Buy and Why

Thin Client:
Virtual Desktop (VDI)

  • Energy Savings through reduced power consumption
  • Lower Equipment Cost
  • Extended Life of the system – 10 yrs vs. 4 yrs
  • Less Electronic Waste due to extended life
  • Better disaster recovery – files stored on server not computer
  • Good Ergonomics – height adjustable stand pivots, tilts & swivels
  • Connects to network resulting in low heat, lower power consumption,
  • Reduced energy and cooling costs
  • According to a Samsung study, electricity can be cut by at least 60% when compared to a traditional PC.

Laptop / Windows:
Energy Star EPEAT Gold

  • Lightweight
  • 3-Cell (50Whr) Long-Life Battery - Longer battery life allows user the ability to save on power consumption
  • Solid State Drive (SSD) – with no spinning parts, your drive uses less energy
  • Product is 96.6% recyclable when properly disposed
  • Use 50% recycled plastic in their packaging material
  • Use 70% recycled material in their paper packaging
  • Require 100% of their packaging material to be recyclable

Laptop / Mac:
Meets Energy Star 6.1 Requirements EPEAT Gold

  • Meets Energy Star 6.1 qualifications – 6.1 sets higher efficiency limits for power supplies and aggressive limits for power consumption
  • Made from Aluminum which is highly recyclable
  • Removed harmful toxins making them more environmentally friendly – eliminating Brominated Flame Retardants(BFRs) and Polyvinyl Chloride (PVC) from its air circuit boards, internal and external cables, connectors, insulators, adhesives and more.

Desktop / Windows:
Energy Star EPEAT Gold

  • Purchasing One of the smallest enterprise class desktops (the Mini) provides significant savings in energy consumption, material use, and physical space requirement
  • Uses 39% less material by weight than the Ultra-Slim Desktop
  • Consumes 22% less energy than the Ultra-Slim Desktop
  • 11% reduction in product carbon footprint

Desktop / Mac:
Energy Star 5.0 requirements EPEAT Gold

  • Packaging material is almost entirely recyclable
  • Retail box is made from a minimum 25% post-consumer recycled content
  • Enclosure is made of highly recyclable aluminum, and glass
  • Arsenic-free display glass, brominated flame retardants (BFR)-free, internal cables free of polyvinyl chloride (PVC), mercury-free LED-backlit display, PVC- free AC power cord

Server / Windows:
Energy Star

  • Low Voltage Systems
  • Low Voltage Power Supply
  • Solid State Drive (SSD) – No spinning, uses less power
  • 1U & 2U Rack servers – smaller, use less space in rack and allow for in-rack cooling (a more efficient way of cooling)

Server / Mac:
Energy Star


  • Is RoHS (Restriction of Use of Hazardous Substances) compliant, and takes it one step further with the following restrictions: Brominated Flame Retardant (BFR)-free, PVC-free internal cables, and PVC-free AC power cord.
  • Consumes 75% less energy than the limit for Energy Star 6.0 program requirements.
  • Recyclable aluminum enclosure
  • Packaging is made from at least 50% recycled material
  • Packaging size was reduced by 35% from its original packaging of the first-generation Mac-mini

Small Departmental Printer:
Energy Star rated

  • Black & White (color printing is costly and can be performed by our Print Services Department more cost effectively)
  • Reduced per-page carbon footprint by up to 46% compared to competing brands
  • Power Consumption on average lower than comparable printer models
  • Cost per page on average is lower than comparable printer models

RoHS Compliant

  • Projector has Sleep Mode which can be set from 1 to 30 minutes to save energy
  • Longer bulb life while in ECO mode (up to 4000 hours). Reducing the need for bulb replacement also reduces the amount of hazardous waste. Projector bulbs contain mercury and therefore contain hazardous materials.
  • Product is RoHS (Restriction of Use of Hazardous Substances) compliant which limits the amount of mercury that is used to manufacture the bulbs.
  • Product is recyclable

Tablet / Mac IOS:
Energy Star 6.1 EPEAT Gold

  • Recyclable Aluminum Enclosure
  • Arsenic-free display glass, brominated flame retardants (BFR)-free, internal cables free of polyvinyl chloride (PVC), mercury-free LED-backlit display, PVC-free AC power cord
  • Packaging is recyclable, and is made from 38% recycled content

Tablet / Windows:
Energy Star

  • Solid State Drive (SSD) no spinning parts, uses less power
  • Recyclable Magnesium Enclosure

Energy Star EPEAT Gold

  • Ergonomic features for comfort and health – Tilt, swivel adjustable
  • Arsenic-free display glass, Mercury-free display backlights, low halogen
  • Power consumption: typical wattage of 20W, maximum 28W

Please Contact Cheryl Johnston at Ext. 4404 for an updated price quote.

Helpful hints for Green IT


  • Be sure your Sleep setting is enabled. This will allow the printer to go to sleep between use, reducing energy consumption.
  • Use tools such as Print Preview to view your document before printing, thus avoiding costly reprints.
  • Publish meeting agendas and materials online to reduce the need for printing.
  • Recycle all paper discarded from printers.
  • Ink cartridges must be recycled. Most cartridges come in a box made for recycling the old ones. If not, our Materials Management team will take the cartridge and recycle it.
  • All students are required to use their student ID for printing. Students are allowed 400 pages of free printing. After 400 pages, they are charged per page. This keeps printing to a minimum and helps control waste.
  • Double sided printing saves paper and money
  • Print in black and white. Color printing can be done by our Print Services department on a printer that is more cost effective.
  • Purchasing recycled toner cartridges reduces our carbon footprint. There are vendors on State Contract who offer recycled toner cartridges. For vendor contact information, visit the Financial Services webpage.

Classroom Projectors

Turn off projectors when not in use. The IT department has software in place that will automatically turn off the projectors at night if they have been left on. However, there is potential for additional reduction in energy consumption by turning off projectors immediately after use.

IT Equipment

Return all IT Equipment to the Help Desk for proper disposal and recycling. This will ensure that all materials capable of being recycled will actually be recycled. Items include (but are not limited to):

  • Laptops
  • Desktops
  • Monitors
  • Projectors
  • Mice & Keyboards
  • Servers
  • Printers
  • Tablets
  • Mobile Phones
  • Scanners
  • Televisions

IT Equipment Purchase Procedure

All requests for IT related purchases must be submitted to the IT Help Desk through the ticketing system.

Step 1 (Determine the following):

  • Equipment needed. Please provide as much information as possible. Examples include:
    • Laptop
    • Desktop
    • Printer
    • Monitor
    • Wireless mouse
    • USB flash drive
    • Mac or PC
    • Color printer or black and white
  • Reason for purchase (how the equipment will be used)
  • Software needs
  • Accessories
  • Equipment location (building/room)
  • Furniture/space for the equipment (contact Capital Planning)
  • Electrical/network connection needed in that space

Step 2:

Submit a ticket through the ticketing system, which includes the information gathered in Step 1.

Step 3:

The CIO Office will work with State & MHEC Contracted vendors to obtain a price quote. Additional ordering instructions will be provided to you with the quote for ordering.

Step 4:

Place your order. Enter the order in Banner, referencing the quote number provided. Please note that departments are responsible for the cost of new equipment. Replacement/Refresh equipment is paid for by IT. Please refer to our Computer Purchase and Refresh Policy for more information.

Step 5:

IT Equipment will be received and asset tagged (depending on dollar amount) by Materials Management. Equipment will be delivered to the IT Help Desk for deployment to individuals or departments. IT Staff will contact you to schedule date/time for deployment.

  • Additional information on Green IT (PDF)

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