Technology Procurement

The Dean’s Office orders computers and printers; others should not, nor expect reimbursement.

Computer Order Form Printer Order Form

[Once submitted, we will confirm details, obtain approvals, and place the order.]

COMPUTER Procurement

Regular, fulltime employees are issued a robust desktop or laptop computer for their primary office use (category 1). These have a mid-range processor, 16GB memory, and a 512GB SS drive (plus unlimited cloud storage).

Category 1 computers are replaced on a 48-month cycle; 60 months for all others. We purchase specific Windows models from Dell; the Apple MacMini or 13" MacBook Air are options where needed.
Users needing higher specs may either fund upgrades to the standard model or request (and fund) a custom configuration after approval from the Dean's Office and ITS.
Monitors are replaced every other computer cycle (8-10 years). When needed, a 24" conferencing monitor or standard 24" monitor is typical. Dual monitors may be requested.
Category 1 office computers must be returned upon the employee's departure. (Research groups expecting to retain computers after departure need to fund the purchase as category 4, research asset.)
For a NEW HIRE, please submit the form asap as orders can take a few weeks. Have their name, start date, preferred computer model, supervisor, and position status (regular/temp and full/part-time) ready for the order form.

The first 4 digits of the asset tag provide the fiscal year, month, day purchased (fymmdd###). This can be tricky as 2406... (the first month of fiscal year 24) is 11 months older than 2405... (the last month of the same fiscal year).

PRINTERS

Departments and/or research centers fund printers; Dean's Office staff place all printer and computer orders
Enterprise printers and copiers are expected to serve multiple users; employees are expected to walk a reasonable distance to print; Baylor does not install printers in offices without very strong justification
Only Baylor-owned computers can print to Baylor printers; student computers print to PawPrints
Cost effective Ricoh copiers should be used where feasible (especially for color printing)
Printers have an 8-year life cycle but may remain in service until no longer supported by HP (mission-critical printers with no nearby backup option should be replaced in year 8)
Use the form above (or here) to start an order. You will need the model, replacement asset tag, funding account, location, use, expected number of users, and justification
If you have a failing copier or printer, contact the HelpDesk with the ITID# and location

SOFTWARE

All software requests (even free titles) must be approved prior to purchase. Approved University software is listed on the HelpDesk+ software page. To inquire about software not listed, use the Submit an Idea Form link at https://its.web.baylor.edu/solutions to request a review for your use case.

iPad

A wi-fi only iPad model is allowed for single-user needs with Chair approval
Multiple user iPads require ITS review; their functionality will be limited to specific needs
Justify the need and expenditure to your Department Chair; the basic iPad ($400 range) meets most needs
Once funding is approved, your financial manager may order the unit by:
- emailing tech_sales@baylor.edu (at the Baylor Bookstore) to request a quote
- submit a Goods: Non-Catalog requisition with delivery being ITS Installs 1201 S. 5th Street
- forward the PO number with the user's name, department, and office location to the user, tech_sales@baylor.edu, and ITS_Installs@baylor.edu (ITS_Installs will deliver the iPad to the user once configured and inventoried)
Note: An iPad with a cellular plan requires strong justification and Dean's office approval. Approved orders are coordinated with ITS at <Cell_Services@baylor.edu>

OTHER NETWORKED DEVICES

Any device using the wired or wireless networks must be reviewed by ITS Security and approved prior to purchase. Devices built for home wi-fi networks typically will not work on our secure, enterprise network. Request a review by clicking the Submit an Idea Form link at https://its.web.baylor.edu/solutions.

Arts & Sciences Technology
If not clear, email astc @ baylor.edu to help improve this page; updated 01-21-26