Technical review and technical approval

Technical approval is required for all technology acquisitions that are purchased with UVic funds. This includes, but is not limited to, research accounts, grants, and general operating funds.

We encourage you to contact TSC before you make a purchase. We can assist with refining your requirements, obtaining quotes, and placing your order.

For reimbursements from Professional Development funds or the Computer Acquisition fund, see the Technical Approval Requirements for Computer Equipment Reimbursements memo.

1. If you are acquiring Software as a Service (SaaS), review our Software as a Service (SaaS) document to help determine what your next steps are. It is best to do this before submitting a WebReq
2. Once the SaaS document has been reviewed and the necessary steps taken, fill out a Request for Technical Approval of Software form
3. Create a FAST requisition via WebReq (see Purchasing's tutorial for a step-by-step guide to general WebReq creation and the TSC help page for tips on technology related WebReqs)
4. Attach a quote for your order to the WebReq(this can be a vendor-created quote or a screenshot of your online shopping cart if a quote is not available)
5. Attach the completed Request for Technical Approval of Software form to the WebReq
6. Send the completed WebReq to Purchasing Services via the 'Send directly to purchasing' option in WebReq. After reviewing your requisition, Purchasing Services will submit your order to the TSC for review
7. The TSC will be in contact if more information is needed

Contact the TSC.

Technical approval is required for all technology acquisitions that are purchased with UVic funds. This includes, but is not limited to, research accounts, grants, and general operating funds.

We encourage you to contact TSC before you make a purchase. We can assist with refining your requirements, obtaining quotes, and placing your order.

For reimbursements from Professional Development funds or the Computer Acquisition fund, see the Technical Approval Requirements for Computer Equipment Reimbursements memo.

• Peripherals; monitors, keyboards, trackpads and mice, cables, adapters, printers, cameras, docking stations
• Accessories; laptop bags, tablet cases, stylus pens, power adapters, charging cables
• Personal storage devices, including external hard drives, USB flash drives, SD flash cards, and replacement internal hard drives *

* Please note: you are responsible for ensuring the security of any University-related data stored on external devices. More information regarding data security.

• All currently published laptop, desktop, smartphone, and tablet standards available in the Microserve portal
• Apple smartphone and tablet standards
• Intel-based desktop and laptop standards

To order an approved standard, generate a quote from the TSC website, create a webreq, attach the quote to your webreq, and send it to the TSC Technology Solutions Centre queue.

Follow these steps to obtain technical review for a computer (desktop, laptop, or Apple computer) that is non-standard (i.e. not available in the Microserve portal).

1. Determine if you are exempt from AD2515. See 'How do I know I am exempt from AD2515?' on the Technical Approval FAQ
2. If exempt: fill out a Request for Technical Approval for Hardware form
   If not exempt: Fill out a Request for Deviation from Personal Computer Standards form
3. Create a FAST requisition via WebReq (see Purchasing's tutorial for a step-by-step guide to general WebReq creation and the TSC help page for tips on technology related WebReqs)
4. Attach a quote for your order to the webreq (this can be a vendor-created quote or a screenshot of your online shopping cart if a quote is not available)
5. Attach the completed Request for Technical Approval for Hardware form OR Request for Deviation from Personal Computer Standards form to the webreq
6. Send the completed webreq via 'Send requisition to a Department' to the TSC Technology Solutions Centre
7. The TSC will contact you if more information is required

Follow these steps to obtain technical review for other computing hardware (servers, networking equipment, printers, etc.)

1. Create a FAST requisition via WebReq (see Purchasing's tutorial for a step-by-step guide to general WebReq creation and the TSC help page for tips on technology related WebReqs)
2. Attach a quote for your order to the webreq (this can be a vendor-created quote or a screenshot of your online shopping cart if a quote is not available)
3. Include any other applicable information (who will be using the device, will there be any data stored, etc.)
4. Send the completed WebReq via 'Send requisition to a Department' to the TSC Technology Solutions Centre
5. The TSC will be in contact if more information is needed

Contact the TSC.

Purchasing Services Policy (FM5105) sets out the responsibilities and accountability associated with the efficient and economical acquisition of goods and services. It delegates responsibility for technical approval of computers and peripherals to University Systems.

Our standard desktops, laptops, and the systems we approve through technical review are enterprise-class systems. They include higher-end components designed for use in the workplace, components a manufacturer is confident backing up with a three year warranty.

We also look for hidden costs to the university. For example, does the system include a retail copy of Office when that is already covered under our Microsoft software licensing?

There are several criteria we look at when performing a technical review:

• Does the solution you want to purchase meet your requirements?
• Are all components of the solution compatible with each other and your planned usage?
• For software, is it cloud-based or hosted outside of Canada? If so, will there be confidential information in the data?
• Does it have CSA compliance?
• Does it support IP networking?
• Is the operating system suitable for enterprise use?
• Does it meet our security requirements?
• Are there any hidden costs to the university?
• Is the warranty and support suitable for the intended use and expected lifetime of the equipment?
• Is 'keep your drive' service available?

WebReq provides a centrally-auditable approval history, secure document repository, and will detail the responsibilities of the end user in regards to non-standard computer purchases.

If you do not have access to WebReq, the administrative staff in your department office can assist.

Yes. While Apple computers meet the hardware requirements for technical approval, we are still required to document whether your device will be appropriately encrypted as described in Information Security Policy IM7800. This information is gathered on the Request for Technical Approval form and included with your WebReq when you are ready to order.

If you are from a unit that must abide by University Policy AD2515, please fill out a Standards Review document instead.

An institutional purchase is an acquisition that is purchased with UVic funds and as such is a UVic-owned asset.

This includes but is not limited to the following sources:

• Research accounts
• Grants
• General operating funds
• Professional Development funds
• Computer Acquisition Fund

Pro-D reimbursements: Yes, but some items are pre-approved. 

Computer Acquisition Fund purchases: Yes, but some items are pre-approved.

Research grant purchases: Yes, research grants are university funds and equipment purchased with them is a university asset.

Use the computer acquisition fund application if you are applying for approval of a TSC standard computer.

Use the Standards Review Document if you are applying for approval of non-standard computer hardware or software. If you are considering a non-standard computer other than an Apple computer, we encourage you to contact TSC to ensure the system will be approved for institutional purchase.

Submit your completed form to the Chair of your department.

The acquisition of information technology devices which will primarily interact with Enterprise Information Systems is expected to follow university standards.

Faculty and Divisions that are exempted from AD2515:

• Division of Continuing Studies
• Division of Medical Sciences
• Faculty of Education
• Faculty of Engineering
• Faculty of Fine Arts
• Faculty of Human & Social Development
• Faculty of Humanities
• Faculty of Law
• Faculty of Science
• Faculty of Social Sciences
• Faculty of Graduate Studies
• Peter B. Gustavson School of Business

FIPPA:

The Protection of Privacy Policy (GV0235) states that the university must comply with BC's Freedom of Information and Protection of Privacy Act (FIPPA). FIPPA requires that storage and access of personal information, which may include email addresses, contact information, or other personally identifiable details, must be stored only in Canada (FIPPA section 30.1).

Information Security Policy IM7800:

Information Security Policy (IM7800) defines authorities, responsibilities, and accountabilities for Information Resources and Information Systems security.  This policy applies to all University Community members. It applies to all Information Resources in the custody or under the control of the university regardless of physical location.

For further information about storing and handling data at UVic, including the classification of information, refer to the associated University Information Security Classification Procedures.