Computer Equipment Procurement Initiative
At the University of Alberta, the devices we use shape how we teach, learn, research and collaborate. But a growing mix of computers and software systems across campus creates hidden risks and real challenges: security vulnerabilities, longer support wait times and even lost research time when systems fail.
We are evolving our approach to computer procurement to better support our campus community. Starting July 7, all new computer equipment purchases, whether standard or specialized, will be made through IST using a streamlined process designed to improve cybersecurity, service efficiency and long-term sustainability.
We want to extend our sincere thanks to the many faculty members, researchers, administrators and local IT teams who have already engaged with our procurement team. Your insights, questions and feedback have shaped this initiative and continue to guide our rollout.
On This Page
Why are we doing this?
As the university’s dedicated IT unit, IST is responsible for enabling and securing the digital infrastructure that supports teaching, learning, research, and administration. IST leads the delivery of core IT services across the University of Alberta, including endpoint device management, cybersecurity, network, infrastructure planning, application support and digital transformation initiatives. With deep technical expertise, IST is equipped to support the wide-ranging and evolving needs of academic and research communities.
This computer equipment procurement initiative is just one part of the university’s commitment to:
- creating a safe and secure digital environment across all university operations
- supporting institutional goals outlined in the university’s strategic plan, Shape
- reducing fragmentation and inefficiencies across the IT landscape
- providing responsible and scalable IT services that meet diverse needs.
This initiative is also rooted in a simple truth: we can’t protect what we don’t know. IST manages and monitors over 12,000 endpoint devices. But many more are operating outside the university’s secure ecosystem. Every unmanaged or misconfigured device represents a potential doorway for cyber threats.
Managing our risks
The University of Alberta is not immune to cyber threats. These are not abstract risks or distant possibilities; they are real challenges we face right here, often from threat actors — individuals or groups, including automated programs — who aim to cause harm or gain unauthorized access to our systems.
By shifting to a centralized procurement model, we can:
- reduce attack opportunities by deploying devices that meet known security standards
- improve threat response by ensuring faster patching and consistent updates
- enhance monitoring through a known and secure inventory
- support complex research environments with more responsive, secure and scalable IT partnerships.
This is about empowerment and not enforcement. We want to assure our researchers that we understand the complexity and nuance of your work. Our goal is not to disrupt your workflows or limit academic freedom but to safeguard the systems and data that power discovery.
We are here to enable your work, providing security, compatibility, and ongoing support in ways that are tailored to your needs.
You will still be able to:
- use your current device until it’s time for replacement
- use Professional Expense Reimbursement (as applicable) and research funds to support eligible computer purchases
What's changing?
- Starting July 7, 2025, all new desktop and laptop computer purchases (standard and specialized) will be made through the IST Computer & Accessories Request Form.
- Quotes for desktop and laptop computers for research grants will be available to request through the university's Computer & Accessories Request Form.
- A pre-approved selection of desktops and laptops will be available to streamline ordering.
- You can view the new computer offerings, including what’s included with university-ordered computers, and learn about improved delivery and installation times here.
- IST will continue to work with researchers and departments to address specialized needs, including lab equipment integration, HPC requirements, and VR stations.
- SupplyNet, big-box tech stores, and corporate purchasing card (PCard) purchases will no longer be permitted for computer procurement.
myth vs fact
Myth: “I won’t be able to choose equipment for my research.”
Fact: You can. IST will collaborate with you to select a device that meets your technical requirements while remaining secure and supportable. When specialized configurations/devices are needed, IST will help identify and apply appropriate mitigating security controls, so your device remains protected without compromising your work.
Myth: “IST is spying on me.”
Fact: Devices are imaged to meet university cybersecurity standards — not to monitor your personal activity. While cybersecurity tools collect system data to help detect threats, they do not capture the content of your files. Instead, we see metadata such as “Word.exe opened superlegitdoc.docx.exe,” which helps identify unusual activity, not what’s inside the document. In short, we collect telemetry (how programs behave), not personal content.
Myth: “IST is very slow and I won’t get my computer when I need it.”
Fact: Our vendor agreements allow us to stock in advance and meet turnaround times of 5-10 business days. IST will monitor procurement activity and usage patterns to ensure we maintain an appropriate stock of both standard and specialized equipment. This will also allow you to plan ahead for new hire procurement.
Myth: “Standardization means a one-size-fits-all solution.”
Fact: At the university, “standardization” means consistency where practicable, not rigid uniformity. Flexibility for specialized needs is built into the process, and academic freedom and integrity remain fully respected.
We know this is a cultural shift. That’s why this is imagined as a collaborative and flexible project. We are testing, listening and adjusting together.
Frequently Asked Questions
- What if I need a high-performance device or something non-standard?
- Submit a request and flag your specialized need. IST will collaborate with you to identify a secure and appropriate solution.
- What if I already purchased a device on my PCard (after July 7, 2025)?
- You will receive a compliance notice reminding you of the new process. First-time situations are treated as educational, but future compliance will be expected.
- Can I still use my Professional Expense Reimbursement (PER) funds?
- Yes. PER-funded computer purchases should be made through the university’s preferred suppliers. While employees may purchase standard or specialized computer equipment directly, we strongly recommend consulting with IST in advance. This ensures the device is compatible with the university’s technology environment and simplifies future support. All PER-funded computers must be set up by IST to ensure they meet security configuration requirements.
- How is this connected to the IT Security Policy?
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Computer procurement is part of the broader IT Security Policy redevelopment. Aligning our hardware practices with our policy framework strengthens institutional cyber resilience.
get involved
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We want your input. If your team is interested in participating in a trial consultation or has specialized computing needs, please let us know by emailing hardwr@ualberta.ca. The Computer Equipment Procurement Initiative is not about taking away autonomy, it’s about strengthening our collective safety and making IT work better for everyone.
Feedback gathered through these sessions will help inform not only the initial rollout but also ongoing refinements to the process, ensuring continuous improvement over time. As our consultations and engagements have concluded, a “What We Heard” report will be shared, summarizing key insights and themes shared by stakeholders.