Electronic and Information Technology (E&IT) Acquisition Checklist
To comply with existing policies and laws, Cal Poly’s electronic and information technology (E&IT) products and services (including software) must be accessible to people with disabilities, technologically supportable, and secure. This applies to any E&IT product or service people may interact with to create, convert, send, receive or duplicate data or information.
E&IT includes software, online applications and services, computers and peripherals, videos and multimedia products and services, telecommunications equipment, mobile devices, and self-contained closed systems such as kiosks, printers, copiers, and scientific instruments.
E&IT products and services acquired by Cal Poly are reviewed for compliance with campus standards for accessibility, technology and security based on the criteria and procedures described in the E&IT Acquisition Checklist [Word] and E&IT Acquisition Flow-Chart [PDF].
Exceptions may be granted if a product or service is partially compliant or non-compliant; however, the department or requestor is responsible for developing mitigating controls for security and documenting plans to provide equally effective access to persons with disabilities.
For more information, including tips on what constitutes an E&IT product or service, technical standards used to evaluate accessibility, available exceptions, online training resources, and other advice for users and vendors, visit the Accessible Information Technology Procurement website.
E&IT Procurement Card (ProCard) Purchases
Low-value E&IT purchases not requiring annual maintenance may be purchased on a Cal Poly Procurement Card (ProCard) with the exception of Internet domain names, and Web hosting/development contracts. University-related domain names (e.g., campusservice.edu, .org, .com, .net, etc.) must be registered through Information Technology Services. Additional standards and practices apply to Websites developed or hosted on behalf of Cal Poly. Software may be purchased on a ProCard, if the purchase meets the criteria stated under "Software" below.
The accessibility review requires contractors to complete the relevant sections of the Voluntary Product Accessibility Template (VPAT).
Once all pertinent information received, and it has been reviewed and approved by ITS and Contracts & Procurement, the requisition will be processed into a purchase order and sent to the contractor.
In most cases, the depth of the review is minimal and can be performed in a timely manner. However, the length of review may vary depending on whether Section 508 compliance documentation already exists, and if not, then how timely and thoroughly the contractor can be in providing the required documentation. Selecting compliant products and services in the first place will speed the review process.
University purchases for Apple and Dell computers are available through the “Digital Marketplace” channel in the Cal Poly Portal (select the “Technology” tab). Discounts and standardized, pre-approved configurations are available to ASI, Cal Poly Corporation, auxiliaries and State entities (colleges, departments, divisions).If you are purchasing E&IT products not available on the "Digital Marketplace" channel, you must adhere to the information stated in the E&IT Acquisition Checklist.
A department has the authority to purchase software when:
- The software is under $3,500
- The software is residing on one desktop
- The software is an off-the-shelf type of software product
- The software does not require renewal of annual maintenance
- The software is not sharing of confidential information
It must meet all these criteria for a department to have the authority to purchase the software. If it does not meet all these criteria, departments must adhere to the information stated in the E&IT Acquisition Checklist.
You may also request a waiver for software that has already gone through a technical and accessibility review process.
To request a waiver to purchase the software, complete the form found at:
Email the completed Waiver form to the designated buyer. The buyer will evaluate your request, and if approved, email you the approved waiver which you must attach to your Monthly ProCard Statement.
For more information about existing site-licensed software, visit the Cal Poly Portal “Single Click Access to…” channel (click on “Technical Service Request”). The Software Request System (SRS) allows you to search for a wide range of available software, to request licenses and to retrieve information about software that you have previously obtained.
Who to Contact for More Information
- Information Technology Services (technical review)
- E&IT Campus Compliance Officer (accessibility review, exceptions)
- Contracts & Procurement (purchasing processes, exceptions)
- Georgia Wells, 756-2820, email@example.com
Forms and Information
- E&IT Acquisition Checklist [Word]
- E&IT Acquisition Flow-Chart [PDF]
- Accessible Information Technology Procurement Website
- E&IT Equally Effective Access Plan (under development)
- ProCard Software Purchase Waiver Form
- Web Authoring Resource Center (WARC)– For Website Development