Departments that wish to procure electronic and information technology with departmental funds regardless of dollar value or through other funding sources must notify the CIO in Technology Services by email. Technology includes:
- software applications and operating systems
- web-based Internet and Intranet information and applications
- telecommunication products (phone systems, voicemail systems)
- video and multimedia products (videos and displays)
- self-contained, closed products (kiosks, ATMs)
- desktop and portable computers
Purchases that DO NOT need to be submitted for review are:
- computer mice
- computer keyboard (when purchased alone)
- flash drives
- hard drives
- power supplies and batteries
- installation equipment (wall mounts, mounting brackets, cables)
Completion of the process is critical to ensure Loyola is maintaining compliance with various regulatory agencies, applicable licenses and duplication of systems does not occur.
Several factors must be considered to ensure University compliance requirements are met and unnecessary risk is not introduced to the computing environment such as:
- accessibility of the solution using assistive/adaptive technology (meets ADA requirements)
- anticipated use of restricted University data (PII, PHI protection)
- use of the campus data network (Information Security Policy, Server Management Guidelines, bandwidth requirements, Payment Card Industry requirements, etc.).
In order to ensure compliance, departments must submit the following information and receive approval from the CIO or designee and the Director of Campus Services before purchasing new technology. Failure to follow these procedures may result in a delay in the procurement of the electronic and information technology.
1. Complete a statement of purpose for the purchase.
2. Obtain a VPAT from the vendor to ensure compliance with Loyola University’s Electronic and Information Technology Accessibility Standards (required).
3. Have the vendor complete our data security survey (required if Loyola data will be housed or shared with the vendor).
4. Obtain the vendor agreement and any supporting documentation.If ultimately the best product for meeting a particular need is one that fails to fully meet accessibility requirements, vendors should be asked to make a commitment to improving accessibility over a specified timeline, perhaps working with campus staff. After a procurer discusses accessibility issues with a vendor, the procurement contract should include language that specifically documents the agreement between vendor and procurer as to how satisfactory progress on accessibility will be measured. For example, the vendor might provide a roadmap as an addendum to the contract with a prioritized list of accessibility issues and a timeline for addressing each issue. Then, contract extensions might be contingent upon satisfactory progress toward resolving the issues identified in the roadmap. Even if the product is currently accessible, the contract should include language that assures continued accessibility as the product is updated. This is especially important for products that are developed on an ongoing rapid release cycle.
It is recommended that the following contractual language be inserted in contracts for the procurement of electronic and information technology:
Accessibility. Vendor represents that it is committed to promoting and improving accessibility of all its products as specified in Loyola University Maryland's Electronic Accessibility and Information Technology Accessibility Standards, and will remain committed throughout the term of this Agreement. If the Products and Services are not in conformance with all applicable federal and state disability laws, policies, and regulations as of the effective date, vendor shall use reasonable efforts to update the products and services so as to be in conformance. In the event any issues arise regarding vendor’s compliance with applicable federal or state disability laws, policies and regulations, customer may send communications to vendor as specified in the “Notices” provision of this contract and vendor will assign a person with accessibility expertise to reply to customer within two business days.
5. Forward these documents and the vendor contact info to firstname.lastname@example.org
Please allow 10 business days for the review of the information within technology services. Follow-up information may be needed from the vendor or the requesting department.
Technology services will notify you when the review is complete and forward the agreement to the Director of Campus Services for legal review.
Once all reviews are complete, you will be notified. Technology Services will procure the requested solution on behalf of the requesting department using the HoundMart system.
• Departments seeking new technology solutions THAT REQUIRE CAPITAL FUNDING are required to submit their request to the Project Management Office. This request form is on the PMO website.
• Contractual agreements require review by both technology services and the Director of Campus Services.