HSC ITS Purchasing Policies

WVU Health Sciences Center has adopted a central IT purchasing model for HSC faculty and staff purchases. This applies to all IT purchases regardless of funding source and is being implemented to create a more secure computing environment while providing better management of devices deployed on the HSC network. It is also anticipated devices will be refreshed on a more regular cycle to further minimize potential security threats associated with aging systems. 

When ordering IT equipment, please review the HSC Standard Equipment list of approved hardware available for purchase.  These items meet HSC security standards and will be setup and installed by a HSC Information Technology Services staff member once delivered.  This list will be refreshed on a regular basis to ensure the latest hardware and pricing information is accurate.  

Once you’ve determined which approved device(s) you would like to purchase, please complete the HSC Standard Equipment Order Form.  Completed forms are submitted directly to our Purchasing team who will review the form and build you a personal shopping cart within the University’s eCommerce tool “WVU Mountaineer MarketPlace.”

Once your shopping cart has been created it will be assigned to the Requestor listed on the form.  The requestor will receive an email from our Purchasing team member letting them know their cart has been assigned and is ready for processing within the “MarketPlace”. 

State, Research, Foundation Notes:

• Please review the HSC Standard Equipment listing of approved hardware available for purchase.
• Please complete the HSC Standard Equipment Order Form. 
• Productivity software (MS Office, Adobe Reader, anti-virus) will be pre-installed.
  Printer hardware is at no cost.  Per sheet usage will be billed back monthly to the department from WVU Printing & Document Services department.
• To conserve on utility expenses, WVU SWOT is recommending that only work-group printers be deployed in departments and individual office department printers be eliminated whenever possible.  The Bizhub 364e and Bizhub C364e models from WVU Printing & Document Services support secure printing via code.  All other models listed in the MarketPlace do not support secure printing via code.
• All assets will be transferred to the department placing the order.
• Departments will be responsible for asset tracking.
• HSC ITS will provide an annual report listing equipment believed to be a priority for refresh in the coming year, for departmental budgeting purposes.

 Clinical Notes:

• IT related hardware purchases using clinical funds will continue to follow the WVUH budget and purchasing process for computer hardware and will not use the WVU Mountaineer MarketPlace unless the department plans to purchase using state funds.

• Assets will be tracked via WVUH policies.

 WVUPC Notes:

• IT related hardware purchases using WVU Physician of Charleston funds will continue to follow the WVUPC budget and purchasing process for computer hardware and will not use the WVU Mountaineer MarketPlace unless the department plans to purchase using state funds.

• Assets will be tracked via WVUPC policies.

Professional Development / CME Funds:

• Please be advised that personally owned devices such as laptops/smartphones/iPads/tablets, including those purchased with professional development funds, cannot be used to store PHI, FERPA, and other confidential information and cannot be connected to the HSC’s internal network (HS domain). Due to software licensing restrictions and related liability considerations, HSC Help Desk support for personally owned devices will be a best effort and support restricted to email setup, two-factor authentication setup, Wi-Fi connectivity and Citrix software installation assistance only. 

• Upon completion of each Professional Development/CME funded order placed through Mountaineer MarketPlace, it is the responsibility of the Department to report the device value, date of purchase, employee’s name and employee number to WVU Tax Services. Devices purchased for personal use are taxable and must be included as a taxable fringe benefit in the employee’s wages. Please email WVU Tax Services with the above information at: tax@mail.wvu.edu

Limited Exceptions:

• Hardware and/or software orders not matching HSC ITS standards or purchases made outside of the WVU Mountaineer MarketPlace and/or SLIC must be pre-approved prior to ordering equipment/software.  Pre-approval requests should be made using the Information Technology Purchases Request Form.
• Regardless of funding source and prior to ordering, a Information Technology Purchases Request Form must be completed and submitted for review to Information Technology Services for all IT services, computing equipment, and/or software to be installed on the HSC Network to ensure compatibility and compliance with HSC Network policies and procedures.
• Failure to complete this questionnaire and obtain approval prior to purchasing may result in the need to return non-compliant equipment and/or software or in the loss of funds.