Technology Purchasing Guidelines

REVISED: 5/7/2015

Technology Services supports division-owned technology equipment, software, and peripherals in ways that ensure an efficient, cost effective, reliable, and secure computing for the school division. All departments are responsible for making technology purchases that are sustainable, secure, and compatible with existing technology systems and services. In order to ensure the continued efficiency, reliability, and security of division technology systems, Technology Services has established the following guidelines and procedures for all technology purchases.

In general, departments do not require prior approval from Technology Services for technology purchases unless the purchased equipment, software, or peripherals require a change in the configuration to division networks, systems, or services. So that Technology Services can appropriately manage and plan the division network and IT systems, the purchase of any computer equipment, software or peripherals that requires a change to the configuration of existing technology systems must have prior review and approval by Technology Services.

Some things to note when purchasing equipment, software, or peripherals include:

  • Most modern computers and other wireless computing devices (such as cell phones, Internet tablets, and the like) that adhere to the division’s current wireless networking standard should connect to the division network without any network configuration changes.
  • Any computer servers, equipment or peripherals that are configured with multiple user accounts generally require changes to the division network configuration and require an IT security review and approval prior to purchase (note this requirement holds whether or not the multiple accounts are administered and maintained by other departments).
  • Any computer equipment, software or peripherals that interact with the division’s administrative or financial systems or the division’s network authentication systems will require configuration changes to existing systems and require a technology and security review and approval prior to purchase.
  • Any computer equipment or peripherals that require nonstandard network services or that have the potential to interfere with existing network equipment will require network configuration changes and an IT security review and approval prior to purchase. Examples of such equipment include (but are not limited to) devices that require a static IP address, devices that have built-in network servers, and any wireless access points, network routers, or devices that use peer-to-peer networking protocols.
  • Many small office / home office and consumer devices, such as consumer-grade wireless network access points, network hubs, printers or multifunction office machines (printer/copier/fax machines) contain network servers and are not designed to connect to the division network. Such devices may not be supported by the existing division network configuration. If in doubt, please contact Technology Services before purchasing such devices.

Technology Services can provide only limited support to non-standard computer equipment, software, or peripherals. Some things to consider when purchasing or requesting support for technology equipment, software, or peripherals include:

  • Technology Services technicians have the experience, tools, and certifications to provide support for a limited range of technology vendors, models and versions. In general, Technology Services will not be able to support technology equipment, software, or peripherals outside of these standard models or versions. Support for nonstandard equipment, software, or peripherals requires a formal agreement with Technology Services; if you have a need for non-standard equipment and expect some level of support for this equipment from Technology Services, you should develop a formal agreement prior to purchasing that equipment so you fully understand the service level and cost of supporting that equipment.
  • Technology Services will not be able to service equipment or support software that is beyond economical repair or support. In general, this includes laptop and desktop computers and consumer-grade printers and peripherals more than three years old as well as older versions of software that do not run on currently supported operating systems.
  • Any department that purchases nonstandard equipment or software that is connected to the division network must keep that equipment or software up to date with vendor provided security updates and patches. Equipment and software that is behind in security updates and patches presents a risk to the reliability of the division network and the security of all users, and will be disconnected from the division network.

If you plan to make a technology purchase that requires a technical or security review or an agreement, you should arrange a consultation with the Technology Services department; they can help you with the review and planning process. To arrange a consultation, call the Technology Services department at (804) 633-5088 x 1100 or via email at and provide a brief description of the technology equipment, software, or peripherals you would like to purchase and your contact information and the Technology Services department will arrange the necessary reviews.