Associate Provost
Information Technology

In general, an AP-IT Help Request must be submitted for price quotes or software/hardware installation. 

1. The AP-IT Budget provides both IT equipment and full support for:

• Offices and Functions in the Provost Suite
• Certain Offices and Functions that report to the Associate Provost for Undergraduate Affairs.
  These include:
  • CUR – Center for Undergraduate Research
  • Honors Programs Office
  • OAS – Office of Academic Support
  • SASS- Student Assessment Services Systems
• Certain Offices and Functions that report to the Associate Provost for IT, Distance Education and E-Learning.
  These include:
  • Information Technology, AP-IT
  • Distance & Continuing Education
    • DCE Administration, Distance Learning & Professional Development (5 positions) 
    • Conferences and Seminars 
  • Administrative and Financial Office

2. All purchases, original and replacement of IT equipment for these units will be funded by the AP-IT budget and purchased by the AP-IT unit.

1. AP-IT will replace computer hardware every three to five years (depending on funds availability and functional needs). Please see AP-IT’s Standard Computer Setup and Additional Software pages for more details on the provided computers and software.
2. If a unit is expecting an increase in, or has a need for more, equipment, types of software or hardware upgrades, AP-IT needs to be informed in time for yearly RCM budget submissions.

3. Request Procedures:

1. An AP-IT Help Request is submitted for the desired hardware or software for a particular employee.
2. AP-IT consults with the employee to determine the desired and optimal outcome, suggests cost efficient alternatives when possible, and provides an estimate for the purchase.
3. AP-IT fills out the appropriate paperwork, and presents it to the individual’s supervisor for signature (which formally documents approval of the purchase).
4. AP-IT orders the items, and when the license or hardware arrives, arranges a time to install it at the employee’s workstation.

1. New and replacement IT equipment is purchased from a unit’s own budget. The AP-IT budget does not provide funding for IT equipment or software located in units receiving limited support.
These include:

• Academic Advising Center (AAC)
• Audit and Compliance Review (OACR)
• Distance & Continuing Education - certain offices and functions:
  • Enrollment Services
  • Executive Education
  • Flexible Learning
  • TREEO Center
• Graduate School
• International Center
• Institutional Planning & Research, Office of (OIPR)
• Performing Arts
• Undergraduate Affairs, Office of - certain offices and functions:  
  • HHMI - Science for Life
  • McNair - Ronald E. McNair Scholars Program
  • ROTC - Reserve Officers Training Corp
  • SEAGEP
  • Upward Bound
  • University Scholars Programs

2. AP-IT is available for consultation on options and costs, and will provide quotes as requested. AP-IT should be alerted when new equipment is ordered, so that setup and installation can be scheduled. When an individual requests licensed (purchased) software to be installed on their computer, the license number must be provided as proof of purchase. AP-IT will schedule the software for overnight installation (when possible), or install it at a time convenient to the user. More information on ordering software licenses is available at UF’s Software Licensing Services.

3. Standardization of IT equipment (hardware and/or software) promotes support efficiency. Any supported unit opting for non-standard equipment must inform AP-IT to determine supportability.

4. Units should follow their internal purchase procedures to order and pay for IT related equipment and software.

1. New and replacement IT equipment is purchased from a unit’s own budget.
These units include:

• Fine Arts, College of

2. Units should follow their internal purchase procedures to order, pay for, and schedule installation of IT related equipment and software.