A Hardware and Software Purchase Application must accompany requests for hardware or software as outlined below. This applies to all technology used on or connected to university-owned systems or used to administer or educate the student population. These requirements apply whether the item is purchased, provided at no cost, or funded through departmental, foundation, grant, or other sources.
The purpose of this review is to ensure the proposed technology aligns with the university infrastructure, security standards, accessibility requirements, service capabilities, and legal and financial obligations.
By submitting a request, you acknowledge that you have reviewed existing university solutions and determined that no current university-owned hardware or software meets your functional needs.
EXISTING UNIVERSITY SOFTWARE
Many software packages are already available to Arkansas Tech faculty, staff, and students. Review the commonly available software at https://ois.atu.edu/software.
The university maintains several centrally managed systems that support administrative, instructional, and operational functions. Access to these systems is granted through established security and approval processes. Proposed software or services must not interfere with the operation, security, or performance of existing university systems.
If you believe your needs would be better met through custom development by the Office of Information Systems, contact the Campus Support Center at 479-968-0646 or campussupport@atu.edu.
SOFTWARE LICENSING, RENEWALS, AND UPGRADES
OIS and Procurement can assist with licensing needs, including verification of existing site licenses and educational discounts.
Before renewing or upgrading software, confirm with the vendor whether changes affect data storage, hosting location, security posture, or system requirements. OIS can assist with vendor communication when needed.
ARTIFICIAL INTELLIGENCE AND AUTOMATED TOOLS
AI tools are defined as software or services that perform automated analysis, prediction, content generation, transcription, tutoring, grading, advising, monitoring, or decision support. This includes generative AI systems and AI-powered administrative or instructional tools.
AI tools used for instruction, administration, assessment, or processing university data require review and approval under this process, including free or trial-based services. Sensitive Data must not be entered into unapproved, publicly available, or consumer AI systems.
Requests involving AI tools must disclose the type of data processed, including any student, employee, or institutional data. Requests must state whether data is stored, retained, or used to train vendor systems. Requests must describe how humans review outputs prior to use and identify any integration with university systems or authentication services.
In accordance with Arkansas Act 848 of 2025, any AI or automated decision tool used by the university must support a policy that ensures a human employee or authorized designee makes any final decision, regardless of AI recommendations. Policies must be documented, training provided, and appropriate use and oversight procedures established.
SOFTWARE THAT REQUIRES A PURCHASE APPLICATION
- Software used in student computer labs
- Software used for official administrative duties
- Software used for teaching, testing, advising, assessment, or research support
- Software requiring authentication through CAS, LDAP, or Active Directory
- Software requiring server hosting, databases, storage, or integration with enterprise systems
- Software requiring OIS involvement for installation, maintenance, or support
- AI-based software used for instructional or administrative purposes
HARDWARE THAT REQUIRES A PURCHASE APPLICATION
- Server-based systems connecting to the university network
- Network appliances that filter, monitor, route, capture, or analyze data
- Systems such as security cameras, kiosks, digital signage, or information collection platforms
- Any system requiring data integration, directory services, or network services
ITEMS THAT DO NOT REQUIRE A PURCHASE APPLICATION
- Standard desktop peripherals such as monitors and printers
- Laptops and desktop computers quoted through OIS
- Software for personal use that does not involve university data or official university activities
ACCESSIBILITY REQUIREMENTS
All technology purchases must support accessibility standards under Section 508 of the Rehabilitation Act and applicable State of Arkansas requirements. Vendors may provide a Voluntary Product Accessibility Template. Products without acceptable accessibility documentation should be carefully evaluated for impact on users.
REVIEW PROCESS AND TIMELINES
OIS will prepare a written review memo outlining findings and requirements. Once requests are approved, they can move forward through Procurement or PCard, and the OIS memo will be included in the documentation.
Please remember to initiate administrative software reviews at least one month prior to making any purchases. The same one-month notice applies to hardware reviews as well. When it comes to student lab software requests, please follow the published academic deadlines, which are coordinated with book adoption schedules.
REQUEST SUBMISSION
Submit requests using the Hardware and Software Purchase Application. Questions may be directed to the Office of Information Systems at 479-968-0646 or campussupport@atu.edu.
The Office of Information Systems is not responsible for technology purchased without following these guidelines.