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Technical approval

Computers and software

Technology Solutions Centre

Standard technology solutions

Technical approval is the catch-all process for making sure any technology bought by UVic is appropriate for use on campus. University Systems is responsible for reviewing technology purchases to ensure they meet any relevant requirements and security criteria.

It's part of the process for buying computers, equipment and software for use at UVic. If you're unfamiliar with the purchasing process, see our resources for buying hardware and acquiring software.

When do I need technical approval?

Technical approval is required any time you acquire information technology devices and services. These include:

  • desktop and laptop computers
  • tablets and smartphones
  • network and server equipment
  • videoconferencing and audiovisual equipment
  • desktop and mobile apps
  • cloud and subscription-based software service

Other UVic processes that can include technical approval are:

  • funding applications and equipment grants
  • reimbursements for computers, software, and online services
  • implementation projects that involve technology or software

You can request technical approval via email at any time.

Exceptions

You don’t need to request tech approval for everything. Some hardware and software has already been reviewed and pre-approved:

Personal computer accessories like monitors, cases, webcams, and USB storage devices don’t require technical approval at all.

How do I get technical approval?

Technical approval is part of UVic’s purchasing process managed by Purchasing Services. Any time you requisition applicable technology using WebReq, the Technology Solutions Centre (TSC) will review it before it goes to purchasing.

You can attach a completed request for technical approval of hardware or request for technical approval of software form to your WebReq or you can request by email.

Request technical approval by email

You can also request technical approval by email. Use email if you are:

  • buying something with personal funds and will request reimbursement later
  • requesting technical approval for free software
  • you want to know if something would be approved before you try to buy it

Request technical approval before you purchase anything.  If you buy something that doesn’t pass technical approval, you may not be eligible for reimbursement.

To request technical approval by email:

  1. Fill out a request for technical approval of hardware or request for technical approval of software form (depending on what you’re buying)
  2. to ask for technical approval and include the completed form as an attachment

TSC will return the completed form to you, either approved or denied. If it’s approved, you can attach that to your future requisition or reimbursement request.

Tech approval for computers

This applies desktop computers, laptops, tablets, smartphones and anything else that accesses or stores data and can connect to the UVic network.

Criteria

We need to make sure that the computer you’ve chosen:

  • meets UVic’s information security standards
  • is compatible with UVic’s network infrastructure
  • will receive suitable, timely and secure warranty service
  • doesn’t have any hidden costs you might not be aware of
  • is suitable for the kind of work you intend to use it for

Our review will take into account how you intend to use the device. For example we have strict requirements for computers that are used to work with UVic’s enterprise information systems because of the risk of security breaches, but the same standards may not apply if you’re buying a specialized computer to control instruments in a research lab.

Find out how to request technical approval for hardware.

Tech approval for software

Technical approval is required for all software acquisitions including:

  • one-time purchase of desktop and mobile apps
  • software subscriptions
  • cloud software and services
  • adoption of free (proprietary and open source) software

Criteria

We need to make sure the software you’ve chosen:

  • will work well for the purpose you’ve described
  • is compatible with the UVic network
  • is actively supported by the vendor and receives security patches
  • isn’t something we already own a site license for

Approval for cloud software can be much more complex than desktop or mobile apps. Most cloud software is hosted in cloud data centres operated by companies like Amazon, Microsoft, and Google. We need to be careful to ensure that UVic data is kept secure and private.

We consider many factors related to:

  • Privacy
    • does the product process or store personal information outside of Canada?
      • this affects compliance with BC’s Freedom of Information and Protection of Privacy Act (FIPPA)
  • Security
    • does that vendor have security certifications (SOC 1 & 2 and ISO 27001/27018)?
    • do they conduct annual third-part compliance audits?
  • Accessibility
    • is the product compliant with Web Content Accessibility Guidelines (WCAG 2 level AA)?
      • this helps ensure that everyone can use the service, including people who use adaptive technologies
  • Single sign-on (SSO)
    • does the product support CAS and SAML SSO?
      • this allows users to sign in using UVic’s SSO system instead of creating a new, separate account, making it more secure and usable

Vendors should be able to provide information about data residency, certifications and support.

Find out how to request technical approval for software.

Do I need to purchase a TSC standard computer?

Academic and research departments

If you work in an academic or research department, you just need to complete a request for technical approval form for any non-standard computer purchases. These areas include:

  • Division of Continuing Studies
  • Division of Medical Sciences
  • Faculty of Education
  • Faculty of Engineering
  • Faculty of Fine Arts
  • Faculty of Human & Social Development
  • Faculty of Humanities
  • Faculty of Law
  • Faculty of Science
  • Faculty of Social Sciences
  • Faculty of Graduate Studies
  • Peter B. Gustavson School of Business

We strongly recommend TSC standard computers for staff who work with UVic’s administrative systems. However, departments within these faculties and divisions aren’t required to buy TSC standard computers.

Administrative and operational departments

If you work in an administrative or operational department, you’re required to buy a TSC standard computer unless none of them meet your needs. You can submit a request for deviation from personal computer standards along with your request for technical approval.

If you work for an administrative department, fill out the AD2515 requests section and have the form signed by the vice-president, executive director or dean that your department reports to.

Attach the completed and signed form to your web requisition along with your completed request for technical approval.

For details about this requirement, see UVic Policy AD2515.

Policies

Technology acquisitions are subject to:



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