Unit Policy
Title
Eshelman School of Pharmacy: Policy on Information Technology Purchasing
Introduction
Purpose
The purpose of this Information Technology Purchasing Policy is to establish a clear and cohesive framework aligning Eshelman School of Pharmacy (ESOP) IT procurement with UNC-Chapel Hill security and procurement policies. This ensures that all technology purchases take into account security, compliance, financial stewardship, and operational needs. This policy serves as the central reference for ESOP faculty and staff.
To comply with University Procurement and IT policies, the ESOP has adopted the IT Purchasing requirements below.
Scope
This policy applies to all faculty, staff, and affiliates of the UNC Eshelman School of Pharmacy who purchase, use, manage, or request IT equipment and software using University funds. It applies regardless of funding source (centrally funded or unit-funded). Affiliates without an active ESOP appointment who require IT equipment should contact IET directly to determine eligibility. This policy does not apply to purchases made entirely with personal funds for personal use, provided those devices are not used to access ESOP or University systems. Personal devices used for University work remain subject to UNC-Chapel Hill's Minimum Security Standards.
Policy
The ESOP must meet UNC-Chapel Hill's Minimum Security Standards (MSS) for device management.. The Information and Educational Technology (IET) Department oversees procurement, configuration, and management of all network-connected devices, computers, and IT accessories purchased by the ESOP.
All materials purchased with University funds are property of the State until consumed or disposed of by Surplus Property.
Purchasing Process
- All network-connected IT devices (laptops, desktops, tablets, docks, and IoT devices) must be purchased by submitting a ticket to IET via help.unc.edu.
- IT accessories valued at $150 or more must also be purchased through IET. See IT Accessories below for additional requirements that apply regardless of cost.
- For computers provided by a vendor and bundled with an instrument, users must submit a configuration ticket to IET to ensure the device meets UNC-Chapel Hill Minimum Security Standards (MSS).
Device Requirements
All full-time employees must be assigned an ESOP-owned device. Part-time employees working with sensitive data must also use ESOP-owned devices.
1:1 Device Ratio IET maintains a one-device-per-person ratio (typically a laptop). Central Purchasing Program users receive a docking station, dual monitors, keyboard, and mouse. Existing users with multiple devices may retain them until their warranty expires.
Return of Equipment All laptops and tablets must be returned to IET at separation or replacement. Devices assigned for remote or home use must also be returned to IET at separation or replacement. Desktop computers may remain in offices.
Return locations:
- Beard 039
- Marsico 4219
- Karpen 107
Remote employees will receive shipping boxes and must return devices within one week.
Personal Devices University work should be performed on ESOP-owned devices. Personal devices used for University work must meet UNC-Chapel Hill's minimum security requirements as identified in the Minimum Security Standard (MSS).
Account Types
- Assigned Device: A single-user device for productivity and sensitive data access.
- Shared Device: A multi-user device (typically lab or instrument computers). Access must be requested per user.
- Common Account Device: Auto-login devices, typically used in classrooms or signage systems.
Central Computer Purchasing Program
Eligibility
- New or current faculty (fixed-term, clinical, teaching, or tenure-track) and ESOP-funded SHRA/EHRA-NF staff.
- Out-of-warranty computers essential to ESOP operations.
Upgrades
Devices exceed UNC-Chapel Hill baseline specifications (16GB RAM, 512GB SSD). Upgrades beyond baseline may be added at the requesting department's expense.
Replacement
Devices are replaced at warranty end. IET assists with file transfer. Devices that fail repeatedly under normal use conditions may be eligible for early replacement, subject to IET review.
For return requirements and drop-off locations, see Device Requirements: Return of Equipment above.
Unit-Funded Computers
Requirements
Units must fund assigned laptops for affiliates not eligible for the Central Purchasing Program, but who:
- Are permanent employees, or
- Need access to Tier 2+ data.
Replacement
Units may run devices beyond warranty but may be required to purchase replacements if cumulative repairs costs approach or exceed the cost of a comparable replacement device, as determined by IET.
For return requirements and drop-off locations, see Device Requirements: Return of Equipment above.
IT Accessories
All monitors and external network adapters must be purchased through IET regardless of cost. All other IT accessories valued at $150 or more must also be purchased through IET.
Recommended Hardware
IET can provide recommended hardware specifications and approved models by request.
Software
UNC-Chapel Hill-approved software lists are provided through the ITS Purchasing Guide and Software Distribution.
Pre-Installed Applications ESOP computers include Microsoft 365 and Zoom. Additional approved applications are available through Software Center (Windows) or by submitting a request to IET.
Security Applications
- CrowdStrike endpoint protection
- Jamf for Apple device management
- Bomgar Remote Support
Software Center (Windows) Allows installation of approved applications without administrative rights.
Related Requirements
Unit Policies, Standards, and Procedures (if applicable)
Contact Information
Primary Contact
Name: Jason Martin
Title: Senior Director of Information and Educational Technology
Telephone: 919.966.9112
Email: jasonmartin@unc.edu
Other Contacts
Name: Dave Maldonado
Title: IT Director
Telephone: 919.843.8071
Email: davem@email.unc.edu