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IT Procurement and Software Licensing

  • Service available to: Faculty, Staff, Researchers
  • Themes: Consulting, Help and Support, Software and Hardware
  • Service Category: IT Professional Services
  • Service Areas: IT Consulting and Advising, Enterprise Licensing
  • Fees May Apply:

Description of Service

This service provides faculty, staff, and researchers with consultation and support for the acquisition of software and computer hardware.

For hardware, this service includes:

  • Providing consultation and support for acquisition of standard and non-standard computer hardware including server and storage.
  • Providing consultation and support for acquisition of portable audio-visual equipment and other items that hook up to computers (e.g. label printers).
  • Facilitating warranty services for university-owned computer equipment.
  • Facilitating copier and printer programs on campus.
  • Managing device renewal programs.

For software, this service includes:

  • Facilitating campus software agreements, such as the Microsoft Campus Agreement, Nuance products for PDF, Adobe products.
  • Negotiating software licensing terms for the institution.
  • Managing licenses for various research software (e.g. NVIVO, EndNote, SAS, SPSS licensing).
  • Evaluating and assisting with the procurement of cloud-based services.


Use the IT Requisition Consultation form (login required) to request consultation on buying computer hardware and/or software, or if you have questions on warranty services.

Licensed software is available for faculty, staff, and researchers to self-install through the Software Centre on university-managed computers. Learn how to install software using Software Centre (login required).

Use the Software Install Request (login required) form to request software installation on a university-owned and managed computer or device.

Availability of Support

Core Hours: 8:30 am–4:30 pm Monday to Friday
After Hours: N/A

Service Standards

Service Exclusions, Limitations, and Restrictions

  • This service can be used only for institutional purchases (i.e. requires a U of S CFOAPAL). For personal purchases, see the Technology section of the Retail Services website
  • Hardware and software used at the university need to be evaluated for:
    • Alignment with currently supported technologies to ensure strategic fit and minimize duplication of services.
    • Risk including data governance, privacy, system security, indemnity, liability and insurance.
  • Support for the procurement of audio-visual equipment that needs to be mounted to walls is provided as part of the Renovations and Alterations service.

Service Charges

  • Costs for all hardware and software products are paid for by the department unless they are covered under a centrally-funded program.
  • Fees of $90/hr will be applied to initial setup and/or support of employee devices purchased outside of IT Requisitions.
  • Units with existing setup fee agreements will be honoured per their MOUs. 

Related Terms

Accessories, Adobe software, Apple, Azure services, Buying a computer, Buying software, CCS, Cables, Cloud-based services, Computer store, Computers, Copier, Cords, Desktops, Flash drives, HP, Headsets, IOS, IPad, IT procurement, Keyboard, Laptops, Lexmark, Licensing and acquisition, Mac, Mice, Microsoft Office, Microsoft campus agreement, Monitor, Mouse, NVIVO, Networking, Nuance Power PDF, Peripherals, Power bars, Printer program, Printers, RFP, Request for proposal, Ricoh, SAS, SPSS, Scanners, Servers, Shredders, Software drivers, Software licenses, Storage, Tablets, Technology assessment, Technology assessment team, Toner, USB storage, VPFR program, Windows, Work at home