Description
The University technology purchasing process offers a focused set of standard computers, monitors, and docking stations designed to meet the vast majority of university work needs. In cases where a standard option is insufficient to meet a documented business need, faculty and staff may submit an exception request for IT Solutions to review.
Reasons for an exception include specialized software requirements, laboratory or research equipment compatibility, accessibility needs, or grant and contract specifications.
Before submitting please review the available standard options on the University Technology Purchasing page. Exceptions are reviewed on a case-by-case and are not guaranteed to be approved.
Key Features
- Review of technology needs that fall outside the standard purchasing catalog
- IT Solutions guidance on whether a standard option may meet your need
- Evaluation of compatibility, security, support, and lifecycle considerations
- Coordination of procurement for approved exception requests through appropriate university purchasing channels
- Consistent, documented review process to ensure compliance with university and Minnesota State system purchasing requirements
Who Can Use It
Exception requests must be submitted by or on behalf of the employee who will use the device. Requests submitted on behalf of an employee should include the employee's name and role. Students and personal purchasers are not eligible for this service.
Cost
There is no cost for this service.
The cost of the requested device varies by make, model, and configuration. If your exception request is approved, IT Solutions will provide pricing information before the purchase is finalized. You may also include an estimated cost on the request form if known.
Exception devices may cost more than standard options available through University Technology Purchasing (LINK). The department is responsible for the full cost of the device, charged to the cost center number provided at the time of the request.
Purchasing cards (P-cards) are not accepted for device purchases.
Requests and Support
Use the Request Exception button on this page to submit a Technology Purchase Exception Request.
Before submitting, you are encouraged to:
- Review the standard options available through the LINK University Technology Purchasing page.
- Consult IT Solutions if you are unsure whether a standard option will meet your need. IT Solutions can help evaluate your technology requirements before you submit a formal exception request.
Fulfillment Details
Exception requests are reviewed by IT Solutions staff. The review process includes the following steps:
- Submission: You submit the exception request form, including your business justification and any supporting documentation.
- IT Solutions Review: IT Solutions evaluates whether a standard option may already meet your need, and assesses the requested device(s) for security, compatibility, support, and lifecycle considerations.
- Decision: You will receive a response through your exception request ticket via email and the service portal with one of the following outcomes:
- Approved--IT Solutions will work with you to coordinate procurement through the appropriate university channels.
- Approved with modification--IT Solutions ma recommend an alternative device that meets your need.
- Returned for more information--Additional details may be requested before a decision is made.
- Denied--If a standard option is determined to meet your need, or if the request does not meet exception criteria, IT Solutions will recommend an appropriate standard device.
- Procurement: For approved requests, IT Solutions will coordinate purchasing with you. You will be notified of expected timelines.
Policies and Compliance
This service complies with Minnesota State University, Mankato and Minnesota State system policies.
Minnesota State University, Mankato Policies
-
Information, Privacy, and Security Policy Requires all university-owned devices to be asset-tagged, inventoried annually, and managed in accordance with minimum security standards. All exception devices are subject to these requirements.
-
University Data Governance Policy Establishes standards for data integrity, security, and stewardship. Exception devices that store or process university data must comply with data governance requirements.
-
Technology Software and Services Review Guidelines Software installed on exception devices that is not already licensed through the university must be submitted for a Technology Software and Services Review prior to purchase or use.
-
Hardware Standards and Replacement Cycle for State-Owned Devices Establishes supported device brands, form factors, and the standard four-year replacement cycle for university-owned technology. Exception requests must demonstrate why a standard device does not meet the business need.
Minnesota State System Board Policies
-
Board Policy 5.14: Contracts, Procurements, and Supplier Diversity Governs all purchasing and procurement activity across the Minnesota State system. Requires fair, transparent, and consistent procurement practices.
-
Board Procedure 5.14.1: Computer Sales, Leasing and Support Establishes system-level requirements specific to the purchase and support of computer equipment.
-
Board Procedure 5.14.5: Purchasing Outlines purchasing authority, bidding thresholds, and procurement requirements for all system institutions. Purchases over $100,000 require VC-CFO approval.
-
Board Policy 5.22: Acceptable Use of Computers and Information Technology Resources Establishes responsibilities for acceptable use of all system-owned technology, including devices purchased through exception requests.
-
Board Procedure 5.22.1: Acceptable Use of Computers and Information Technology Resources Provides detailed requirements for acceptable use, including personal use limitations and security responsibilities for all system-owned devices.
-
Board Procedure 5.22.2: Cellular and Other Mobile Computing Devices Applies when an exception request involves mobile computing devices, including laptops, tablets, and devices with cellular connectivity.
-
Board Policy 5.23: Security and Privacy of Information Resources Requires all system institutions to maintain confidentiality, integrity, and availability of information resources. Exception devices are subject to all applicable security standards.
State and Federal Laws