Purchasing

IT Purchases - Hardware and Software

YSE-IT works directly with faculty and department heads to analyze computing needs and to order and install new equipment.  Although many staff and faculty may be able to order hardware or software directly on SciQuest, YSE-IT policy dictates that all computer-related orders must be coordinated with and purchased by the YSE-IT office to insure that these purchases comply with Yale and YSE-IT policies and specifications.  If YSE community members purchase computers or software that do not conform with Yale and YSE recommendations, YSE-IT staff will not be able to provide technical support for those purchases.
 
YSE-IT follows Yale ITS policy in specifying computer hardware from vendors and manufacturers with which Yale has negotiated highly favorable pricing, and in most cases recommends the purchase of Lenovo and Apple Macintosh hardware.
 
Because faculty computers are charged to faculty support accounts, each faculty member determines his or her own computer replacement or upgrade schedule.  All faculty members are responsible for funding the cost of replacement computers and peripherals from their faculty discretionary allotments.  Unless a specific arrangement is outlined in the faculty appointment letter, new faculty members are expected to use their own computers (laptops) as well as their YSE provided Dropbox account for all YSE related file storage.  

 

For administrative staff computers purchased on the YSE-IT budget, replacements and upgrades are determined in consultation with department heads; the norm for replacement is between forty and forty-eight months, but this varies depending on the nature of the tasks performed. 

Effective July 1, 2017, YSE has a Postdoctoral and Postgraduate Assoicate Computer Policy.  More information on this policy can be found here.  For questions regarding this policy, please email the YSE-IT Helpdesk.

YSE-IT policy requires that all computer-related orders must be coordinated with and purchased by the YSE-IT office.  This policy is necessary for three primary reasons:
 

1.  Support - YSE-IT must support IT equipment as necessitated by Yale’s IT and security policies. For example, some consumer laptops do not have the necessary equipment to secure and protect the hard drives if they are lost or stolen.  YSE-IT ensures that laptops purchased have the necessary equipment to protect and secure hard drives from unauthorized access. 

2.  Pricing - YSE-IT works with many different vendors and Yale systems in order to get the best available pricing.  For example, we receive approximately 30-40% off retail on certain Lenovo computer configurations.  These machines also have a 4-year, next business day, accidental damage on-site repair warranty included making it a guaranteed best buy.

3.  Inventory – Items that are above $299 must be tagged and inventoried per policy.

 
YSE-IT realizes this policy may pose an unrealistic burden for those travelling or in the field for extended periods of time,  if an emergency presents itself.  In these cases, we ask that you:
 

1.  Email or call the YSE-IT helpdesk at helpdesk.yse@yale.edu or (203) 436-4444 so YSE-IT staff can offer guidance on how to proceed.  YSE-IT will respond within one business day.  YSE-IT staff may suggest purchasing something while away from Yale or we may be able to ship you something that we have available from IT stock.  If it is a repair of equipment, YSE-IT can coordinate the repair for you while you are travelling or in the field.

2.  Any equipment purchased in the field or while travelling will have to be tagged according to policy. If traveling, equipment will be tagged upon return.  If in the field, tagging will be coordinated with the PI.
 

If there are any questions regarding this, please feel free to send questions to helpdesk.yse@yale.edu.