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Overview
To ensure that all devices purchased for use within the UTC environment meet the university's minimum standards for performance, security, and compatibility, all devices will be procured from our contracted vendors, Dell and Apple. This approach ensures standardization, effective management, and ongoing support. Additionally, devices purchased from these vendors will be pre-enrolled into UTC's Device Management systems for easier configuration, security management, and ongoing updates.
Scope
This policy applies to all faculty, staff, and departmental purchases of computers and related devices, including laptops, desktops, tables, iPads, and other similar equipment, from our Dell and Apple Vendor Contracts.
Procurement Process
- Vendor Selection: UTC has established long-term relationships with Dell and Apple to ensure competitive pricing, warranties, and enterprise-grade support. All eligible purchases should be made through these contracted vendors.
- Device Eligibility:
- All devices must meet UTC's minimum specifications outlined below.
- Devices not meeting these specifications may not be eligible for standard support or warranty coverage.
- Third-party resellers or non-contracted vendors are not permitted for these purchases unless pre-approved.
- Purchasing Process:
- Dell Devices: Devices should be purchased via the Dell Marketplace site in DASH. This ensures that purchasing is compliant with the UT System standards and that they are pre-enrolled in UTC's Microsoft Intune system environment.
- Apple Devices: Devices should be purchased via UTC's Apple Ecommerce site to ensure compliance with our specifications. These devices will also be pre-enrolled in our Instance of Apple School Manager. This will ensure seamless integration into UTC's device management infrastructure.
- IT’s Preference: While purchasing via the Dell Marketplace site or Apple Ecommerce site is mandatory, UTC IT prefers that you receive a quote from UTC IT before making any purchases, unless it is one of our UTC Standard Configurations. This ensures that the devices are configured correctly, meet the necessary specifications, and are eligible for support and warranty services.
- Pre-enrollment in Device Management Systems:
- Dell Devices: All devices purchased from Dell are pre-enrolled into UTC's Microsoft Intune for enterprise-grade management. This enables automatic configuration and enrollment of the device in our device management systems before it is delivered to the end user. The device will be automatically enrolled in Intune, where IT can configure policies, deploy software, and ensure security compliance.
- Apple Devices: All Apple devices purchased through UTC’s contracted vendors will be enrolled into Apple School Manager automatically. After enrollment, UTC IT manages macOS devices using Jamf and iOS Devices using Microsoft Intune.
Why We Do Not Purchase from Third-Party Resellers
Purchasing devices from third-party resellers like Amazon or Best Buy introduces several risks that can impact the security, support, and compliance of UTC's IT infrastructure:
- Warranty and Support Limitations: Devices purchased from unauthorized resellers may not be eligible for manufacturer warranties or support. For instance, Dell and Apple often require that devices be purchased through authorized channels to qualify for warranty services. Without proper warranty coverage, IT support becomes more challenging, and repair or replacement of faulty devices can be delayed or denied.
- Lack of Enterprise-Level Hardware: Third-party resellers may offer consumer-grade devices that lack the durability, performance, and security features required for enterprise environments. These devices might not meet UTC's minimum specifications, leading to potential compatibility issues and suboptimal performance in professional settings.
- Absence of Enterprise Operating Systems: Devices from third-party resellers may come with consumer versions of operating systems, such as Windows Home editions, which lack the advanced management and security features found in enterprise versions like Windows Pro. This can hinder IT's ability to manage, secure, and support the devices effectively.
- Potential for Counterfeit or Substandard Products: There's an increased risk of receiving counterfeit or substandard products from third-party sellers. These devices may not meet the quality standards expected, leading to reliability issues and potential security vulnerabilities.
- Inconsistent Device Management Enrollment: Devices purchased from unauthorized sources may not be pre-enrolled in UTC's Device Management systems, such as Jamf for macOS or Intune for both Windows and iOS devices. This can complicate the process of configuring, securing, and managing the devices within the university's IT infrastructure.
To mitigate these risks and ensure that all devices are compliant with UTC's standards and policies, it is mandatory to purchase devices through the Dell Marketplace or Apple Ecommerce sites designated for UTC.
Minimum Specifications
To ensure proper performance, security, and compatibility with UTC’s infrastructure, all devices purchased from Dell and Apple must meet or exceed the following minimum specifications:
Dell Devices:
- Processor: Intel Core i5 or higher.
- RAM: Minimum 16 GB.
- Storage: Minimum 512 GB SSD.
- Graphics: Integrated graphics or dedicated graphics card (optional based on departmental needs).
- Operating System: Windows 11 Pro, pre-installed.
- Warranty: 4-year Pro Support with accidental damage coverage.
Apple Devices:
- Processor: Apple M4, Latest Apple Generation Processor.
- RAM: Minimum 16 GB.
- Storage: 512 GB SSD recommended for departmental users.
- Graphics: Integrated graphics (M1 and M2 devices have dedicated GPUs for enhanced graphics performance).
- Operating System: Please check our UTC Supported Operating Systems.
- Warranty: AppleCare+ with 4-year warranty coverage.
Why Minimum Specifications Matter
Security: Meeting these specifications ensures that devices comply with UTC's security standards, protecting institutional data, and maintaining software and hardware compatibility with enterprise security tools like Jamf and Intune.
Performance: The specifications are designed to handle typical workloads across campus departments. For users with specialized needs (e.g., design, video editing), higher specifications are recommended.
Support: Purchasing devices within these specifications ensures that the IT department can provide timely support, and warranty services are covered under university agreements.
Device Management: By purchasing devices from our contracted vendors, IT can manage and monitor devices proactively using Jamf for macOS and Intune for both Windows and iOS, ensuring devices are kept up-to-date and compliant with university security policies.
Special Considerations
Faculty/Staff Special Requests: If there is a need for devices with higher specifications (e.g., for video editing, scientific computing, or CAD), please contact the IT department for an evaluation and approval process. Special requests may require additional justifications, including specific software requirements.
Device Customizations: Customizations—such as adding additional storage, RAM, or specific software packages—can be arranged through UTC IT. All custom configurations must still meet UTC’s minimum specifications for the selected device model.
Note: Depending on specifications and cost, the device may need to go through a Technology Purchase Review.
How to Order Devices
- Review Minimum Specifications: Ensure the device you wish to purchase meets or exceeds the specified criteria.
- Submit Purchase Request: Complete the standard IT Device Purchase Request form.
- Request a Quote from IT: IT recommends obtaining a quote from UTC IT before finalizing the purchase to ensure the device meets specifications and is compatible with university systems.
Additional Support
Open an IT Helpdesk request ticket.
Send an email to ITHelp@utc.edu.
Contact the IT Help Desk at 423-425-4000 or visit our IT Chat Portal.
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