Procurement

• The Office of Technology will cover the cost and setup for new faculty systems up to $2,500. Anything exceeding that amount will be covered by the faculty’s support budget. System setups can include a laptop or desktop, choice of monitors and a wireless mouse/keyboard combo.
• All systems will come with the standard software package pre-installed by IT. All faculty will have the option to request any additional systems and specs outside of the school's initial onboarding package. All additional costs will be debited from your faculty support budget.

• Ph.D. students are provided with the business school's advanced system package. This includes the choice of a Dell laptop/docking station or desktop, monitor and mouse/keyboard.
• Cost and setup is covered by the Office of Technology.
• Our standard software will be pre-installed by IT.

• The business school completes a staff system upgrade every four years.
• New staff will receive our standard system and setup which includes a laptop with a docking station, (2) 24' monitors, and a wireless mouse/keyboard combo. Request for printers will be at the cost of the department.
• If a staff member requests a system outside of the standard, approval will need to be between their Director and the Senior Director of Technology.

• Yes, all technology hardware requests should go through Procurement. This ensures you receive the best pricing per Rice University’s contractual agreement with multiple preferred vendors.

Please click here to submit your request.

• Yes, all software requests should go through Procurement. This ensures the software is properly vetted, per Rice policy and to remain in compliance. This also allows us to provide the best pricing available per Rice agreements that may already be in place.
• Not all software requests may be granted, but we will always provide alternative options that may already be in place by Rice.

Please click here to submit your request.

We strongly suggest that you go through the Procurement process, but if you don’t, please keep the following in mind.

• All desktops and laptops purchases will require a 4-year warranty per university policy.
• Any systems purchased without the 3-year extended warranty will be supported on a best effort basis by Solution Services once the 1-year manufacture warranty has expired. The use of outside vendors may be needed and all costs will be deducted from departmental or support budgets.
• If you complete the purchase with a personal credit card, you will be responsible for all taxes.
• For immediate request, Procurement will need to obtain an exception to complete a computer purchase using a Rice purchasing card.

Procurement will use best efforts to accommodate any immediate requests, but there is no guarantee.

• Given the Rice Purchasing Policy on technology, Procurement will need to obtain an exception to complete a computer purchase using a Rice purchasing card.
• If a personal credit card is used to purchase any technology related items, you will be responsible for all taxes.
• Standard ETA for Apple is 4-6 weeks, Dell 4-6 weeks and Lenovo 4-6 plus weeks.
• NOTE: Once you start the hiring process in your department, please reach out to Procurement to start the process of purchasing new equipment. This will ensure the new staff is set-up prior to their start date.

If there is no warranty on your system, Solutions Services will make best effort to assist in resolving any issues that may arrive. We set a four year lifespan for faculty and staff computers. This helps prevent build-up of old, slow machines with failing hardware or
unsupported features. Procurement will suggest purchasing a new system for any systems where the warranty has expired. This ensures that the business school remains in compliance with university policies. For all newer non-warrantied systems, we will work with a local computer company on those repairs.

Faculty, please note: All repairs will be deducted from your budget.

If you are in need of a warranty repair, please click here to submit your request.

This option does not apply to everyone, please contact the Office of Technology for more information. If you qualify, Procurement will work with Financial Services to confirm your equipment and determine final cost based on the current book value.

Please click here to open a help desk ticket.

Employees shall take reasonable care to maintain University equipment and peripherals safely and securely. The cost of any repairs to university equipment beyond what is covered under the warranty and the cost of replacement will be billed to the employee’s department.

In the event equipment is lost or stolen, employees must immediately notify the Office of Technology. The employee must report the theft of any University equipment to the RUPD at 713.348.6000.

Current employees transferring to new positions/departments within the business school will retain their current laptop, power supply, and docking station if it is in working condition. The departing department supervisor should review the JGSB Tech Offboarding Checklist and complete the Employee Offboarding Request form to ensure that departmental access is removed. The Office of Technology will work with the employee and the new supervisor to set up any needed access. All other peripheral-related equipment, monitors, keyboards/mouse, printers, etc. will remain with the departing department.

Once the department reposts the job to refill the open position, they will complete the New Employee IT Request form to start the process with Procurement.

All University equipment and peripherals must be returned to the university/JGSB at the time of the employee’s separation from the University regardless of whether the separation is voluntary or involuntary. All equipment must be returned by the employee’s last date of employment to either the Office of Technology or your department supervisor. If equipment is returned to the supervisors, supervisors should notify OOT to pick up the equipment within 3 business days of the employee’s departure date.

Should an employee fail to return University equipment by the last date of employment, the employee or department may be billed for the replacement cost of the equipment.

After an employee has departed the university, the supervisor is expected to return the laptop to the Office of Technology for the laptop to be re-imaged. Please note that under no circumstances, is an employee permitted to retain equipment purchased with university funds without consent from the Senior Director of Technology. By having the computer re-imaged at this point, supervisors can save time preparing for the arrival of a new employee.

If the open position will be filled within two months, the hardware will be stored for safekeeping until it is needed for the new employee. If the position is not refilled within two months of the departing employee, the Office of Technology will repurpose the laptop based on the needs of the business school. The hiring department will need to complete the New Employee IT Request form once the job is posted to start the process with Procurement.