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Fuller Theological Seminary provides computers, peripherals, and licensed software to its departments, faculty and staff, regulated by this policy.  This policy articulates information and procedures necessary for acquiring technology resources.  This policy is part of our overall effort to provide a base of services and support in assisting departments with meeting their technology needs.  Purchasing or leasing are options available to departments for obtaining computers, peripherals, and licensed software for seminary business.

The vice president for finance and the chief information officer administrate this policy.  The vice president for finance has final approval on purchases for budgetary control and is solely authorized by the Board of Trustees to sign capital leases as such agreements could be subject to a number of financial and accounting issues related to certified audits.  The following terms and conditions apply to all departments in obtaining technology equipment through purchase or lease.

How to Acquire Hardware and Software

Fuller Theological Seminary provides both Windows and Macintosh computers.  Various vendors can be used for other technological hardware and software, but specifications, recommendations, and standards to apply.  Configuration and ordering procedures are handled through the ITS Help Desk and the Purchasing Department.  Please see the ITS Help Desk website at http://gethelp.fuller.edu for minimum computer specifications as well as detailed procedures for the purchase or lease of computer equipment.

Managers must provide justification and get approval as appropriate, then contact the ITS Help Desk, at extension 5675, for assistance in configuring your order.  After configuration, ITS Help Desk submits the order to the Purchasing Department who arranges the lease or purchase with the vendor.

Responsibilities 

Department Managers

  1. Only the department’s manager can submit an approved request to the ITS Help Desk.  Justification and budget allocation must be evident.  Such a request must take the form of an e-mail from the department manager to ITS Help Desk.  The e-mail should contain a description of the request and a cost center number to which the order will be charged.   Upon review, the ITS Help Desk shall submit the request with recommendation to the Purchasing Department.  The Purchasing Department will secure final budget approval, purchase or lease review, and signature from the vice president for finance.

  2. Individual employees and/or departments may not execute independently any rental or lease agreements.  All such agreements are reviewed and approved by the vice president for finance, and subsequently, managed by the Purchasing Department.

  3. Consult with Purchasing Services to obtain information necessary to evaluate leasing and buying options.

  4. Leases must be arranged with the Purchasing Department within the period of July 1 to April 1 in each year.

  5. Theft and Damages – Each department assumes liability for damages and theft.  Theft is covered under the seminary’s insurance policy and should be reported to the vice president for finance and chief information officer.   Departments will cover the cost of any damages. 

ITS Help Desk

  1. Maintain up-to-date specifications and requirements for hardware and software purchased or leased by the seminary

  2. Inspect equipment upon receipt and acknowledge it to be in good condition

  3. Record and maintain hardware and software licenses and inventory data

  4. Administrate maintenance warranty service for equipment’s preservation and repair during the period under warranty.

  5. At the end of a lease, ensure that the property is available for redeployment to another Fuller department, in the same condition as received, adjusting all records to reflect reassignment.

  6. Provide for the acquisition and installation of equipment to minimize disruptions to a department’s day-to-day operations and to ensure a proper and functional installation.

  7. Attempt to provide a temporary replacement for any hardware (excluding lab PC’s), which is in need of repair, with standard equipment, should a lengthy duration require it.  The replacement hardware, with supported software, will temporarily replace the hardware if repairs deem it necessary to remove the hardware from the user’s workstation.

Purchasing Department

  1. Negotiate price(s) with vendors and make final determination of terms and conditions applicable to the lease or purchase and be responsible for contents and execution of all contractual documents.

  2. Review purchase orders and lease contracts with vice president for finance for approval and signature. 

  3. Report all insurance requirements to the vice president for finance in sufficient detail to obtain necessary insurance coverage

  4. Maintain managing control over each lease for its contractual life and handle all other lease-related issues

  5. Assist in performing lease versus buy analysis for all proposed acquisitions

Considerations for Leasing

If a department wishes to lease rather than purchase, the primary determinant of this decision should be economic.  For example, it is generally conceded that outright purchase is the best alternative in many cases.  Leasing with purchase option is second best.  However, low interest rates, cash flow and manageable expense can make leasing the preferred option.  Consider the following with regard to leasing:

Advantages

  • Affords flexible opportunity to add-on, upgrade or replace obsolete equipment.

  • Tailored to fit your budget requirements, purchasing equipment at end of lease

  • Easier to budget; preserves capital and avoids large cash outlays

  • A replacement plan for hardware is possible to stay current with the fast forward pace of technology

  • Buy-out option at the end of the lease period

Disadvantages

  • Interest cost over time.

  • Involves a partnering relationship with its related risks

  • Is generally more complicated than an outright purchase

Contract Term

The term of a lease agreement is generally 36 months. The lease commencement date begins upon delivery of equipment from the vendor.

Charges

Lease charges are identified at the time of order submission to the Purchasing Department.  Lease charges will be paid by a department via direct charge to a designated account at the end of each month.  Departments may view monthly billing for leased equipment on their trial balance sheets.

End of Lease

The Purchasing Department will notify a department 60 days prior to lease expiration.  At the end of the lease, the Purchasing Department will buyout all leases.  Departments will be billed the buyout cost.  Lease buyouts are generally ten percent (10%) of the original unit price.  Each department should have budgeted funds to buyout its own lease, in part or in full if any technology is to be kept.  The department that is responsible for the technology will keep the hardware and software in the existing environment and continue to use them.

Documentation

The Office of the Vice President for Finance keeps lease contract originals on file and forwards copies of leases to both the Purchasing Department and to Accounting, and to department managers upon request.

The seminary reserves the right to change this policy and its procedures at any time, without advance notice, subject to approval by the chief information officer. Questions related to seminary technology policies should be directed to the seminary’s chief information officer (CIO). 

Contacts

For Ordering and Service

ITS Help Desk (configuration, ordering and delivery), call 626-584-5675, or e-mail helpdesk@fuller.edu, or website:  http://gethelp.fuller.edu

For Purchase or Lease Arrangements and Delivery

Purchasing Department, call 626-584-5466, or e-mail steiner@fuller.edu

Questions concerning this policy

 

Chief Information Officer

Fuller Theological Seminary

135 N. Oakland Ave.

Pasadena, CA 91182

626-584-5210

 (Effective Date:  7/01/02; rev. 5-26-04; rev. 9-19-06)