Dornsife IT Procurement Policy

In order to maintain compliance with USC’s evolving network infrastructure and mandatory University information security policies set by the Office of the Chief Information Security Officer (OCISO), it has become necessary to standardize the procurement process for all Dornsife-funded technology resources and services. Following this process ensures Dornsife Technology Services (DTS) can provide quality support for all Dornsife faculty and staff, as well as fulfill Dornsife’s obligations to the University.

Last updated 06/2024:

Software (which includes web-based applications such as online scheduling and graphics creation apps) is now classified under one of three categories:

• Pre-approved for purchase
• Must be reviewed before purchasing
• Must be purchased through DTS.

You can expand each category below to see lists of specific software. Approved data storage types are also clarified for each piece of software.

This local policy helps Dornsife departments understand the correct procurement process for the purchase of IT equipment, software, and services in compliance with USC and Dornsife standards. It also helps departments understand the reasoning and methodology behind policy requirements.

This local policy applies to all departments, faculty members, staff, and other employees within Dornsife, and covers all technology resources—such as IT equipment and software—and services procured with Dornsife funds, including research and grant funds administered by Dornsife.

Asset purchasing requirements follow: please email us at ts@dornsife.usc.edu for questions about specific assets or about any assets you do not see listed below. We will periodically update these lists based on the requests we receive.

How to purchase pre-approved assets

Pre-approved assets can be purchased through one of the following USC-approved methods:

• DTS service catalog
• Dornsife Business Office: Submit your request through your department’s assigned procurement specialist
• Your department: Utilize your departmental p-card
• Workday Finance: Initiate your requisitions in Workday; catalog suppliers will connect to Marketplace (formerly eMarket) for shopping

While we strongly encourage using one of the methods listed above, reimbursements are permitted if necessary and reasonable to complete the work as per University policy.

Travel card retail purchases are not permitted.

How to purchase assets through DTS

Standard assets

• Computer and tablet purchasing
• Other hardware purchasing
• Application access (software purchasing)

Custom assets not listed in the DTS service catalog

In some cases (for instance, scientific computing and laboratory instrumentation assets), it may be necessary to request custom assets through the following links:

• Custom computer request
• Other hardware or accessories request
• Software request

Our criteria for approval of custom assets includes, but is not limited to, the following characteristics:

• Security capability: Does the request comply with USC’s information security policies? For example, if a device, does it contain the required hardware (e.g., Trusted Platform Module) in order to be encrypted, per USC’s endpoint security policy?
• Alignment with DTS recommendations: Does the request meet current DTS recommendations and best practices for the particular purpose?
• Compatibility: Is the request compatible with existing USC and Dornsife systems, processes, networks, and applications?
• Manufacturer/vendor: If a device, is it made by, and sold by, a reputable manufacturer or vendor? Does the manufacturer offer a supportable warranty for the service life of the device? Does the vendor have an existing relationship with USC?
• Server support: Has budgeting been allocated for the support, maintenance, and administration of any servers throughout their projected lifetime?

It is important to note that even if the requested asset meets the criteria above, it may still be prohibited for other reasons. DTS will always provide guidance and work with departments to procure IT equipment and software which comply with policy and meet department technology needs.

Asset return process

Requests to return new IT equipment should be initiated as soon as possible. Please submit your request as a ticket to the DTS Help Desk. Return policies vary by vendor, but DTS will assist Dornsife departments and staff in assessing the options available if the return window has closed.

At the end of the asset’s useful life, or upon the separation of the asset user from the University, all IT equipment must be returned to DTS, per USC’s asset management policy. Please review our guide, “Returning DTS-managed IT equipment.”

IT equipment, software, and services purchased outside the procurement processes detailed above cannot be supported, financially or otherwise, by Dornsife. Purchasers are advised to return such assets to the place of purchase for a refund and to submit a new purchase request through the DTS service catalog.

Dornsife Technology Services
Email: ts@dornsife.usc.edu
Phone: 213-740-2775
Hours: M–F, 9am–5pm