Immediate Need Orders

Immediate Need orders of computers should be used only for emergency replacement of computers or orders for new needs that cannot wait until a bi-yearly bulk order process.See Academic Computing Purchases and Bi-Yearly Bulk Orders for additional information.

The purchasing and approval process is as follows:

1. Review the list of computer options for AA Employees.
2. Decide which computer you wish to purchase.  
3. Obtain approval for ordering new computer(s) from the unit Budget Unit Head (BUH), unit supervisor (e.g., Chair, Director),  and AAMT administrator (Dean, Executive Director, Associate Provost, Provost).   If an order totals $25,000 or more, the Provost must also approve and sign the Purchase Requisition.
4. If you select an advanced computer, want a different size or number of monitors, or need a computer other than the standard or recomended advanced computer, you need to submit the form for non-standard computer equipment.  Forms will be reviewed each Monday and Friday by Academic Technology (with consultation with Information Technology Services, as appropriate).  Form approval indicates that the hardware is approved.  Funding approval MUST be obtained from BUHs, unit supervisors, and AAMT administrators.
   
5. Prepare a purchase requisition (PR) form and get the appropriate signatures to approve funding. 
   
   •  If you select a standard or advanced computer, you don't need to attach a description.  Just describe your choice:  include the vendor (Dell PC, Apple MAC), the type (Desktop, Laptop, Lite Laptop) and the level (Standard, Advanced).  Ensure you provide the budget org for payment.
     
   • If you wish to have a computer configured that doesn't match the standard or advanced models, create a specification with pricing using sites like http://helpdesk.gallaudet.edu/dell and http://www.apple.com/education/pricelists/
     
6. Print the printed, signed copy of the Purchase Requisition to the Academic Technology Administrative Office in the Library (MLC 1120).  To find MLC 1120, see the online MLC map.
   • If you are requesting a specification that differs from the ones on the computer specification page, include a copy of your requested specifications.   Keep copies of all paperwork you deliver to Academic Technology and keep an electronic copy of any computer specifications you create.
7. Computer requests will be reviewed for approval on Mondays and Fridays.  If you have an emergency and need to order before the next review date, please ensure that your paperwork includes a request for expediated processing.