Learn Which Computing Purchases Require Prior Approval

August 26, 2026

Some computing purchases require prior review and approval from Russell IT or CALS IT Security.

Hardware Purchases

CALS requires purchasers to obtain prior approval for purchases of laptops, tablets, hard drives, servers, and other computer hardware.

To ensure the equipment meets campus cyber security requirements as well as your research needs.
To prevent accidental orders for items that will not be compatible with existing equipment and cuts down on returns.

Funding should be split according to its use and extended warranties should be purchased on non-sponsored funds.

To start the process, contact Russell IT:

Email help@russell.wisc.edu
Contact Russell IT staff (listed on the Russell IT area homepage):
- By using Microsoft Teams
- By stopping by Room 436 Russell Labs in person

CALS requires purchasers to complete a risk review intake form for all software or software subscription purchases before making the purchase.

The review is required for any software or software subscription purchase of:

data storage
software-as-a-service that the UW does not already have a license for (e.g. cloud-based software like Monday.com)
web-based application
generative AI*

*Generative AI products create new content such as text, images, audio or code based on patterns learned from existing data.

To ensure the software meets campus cyber security requirements as well as your research needs.
To ensure the software meets Federal accessibility rules.
To review the vendor’s privacy policy on data stored by their application.