Ordering and supporting your Faculty of Medicine hardware and IT services.
Desktop Equipment
UBC Faculty of Medicine offers standardized computer equipment, including desktops, laptops, printers, servers, and audio-visual equipment (e.g. headset and webcam). Through standardization, we can minimize cost and turnaround times for support.
The MedIT Service Desk will be your primary point of contact for initiating and submitting your order. Once your purchasing request is approved, your order will be submitted to our vendors.
How to Order Desktop Equipment
Step 1: Review Available Devices
Explore the Computer Catalogue to view details on the devices available for purchase
Step 2: Submit Your Order
Email the MedIT Service Desk at medit.servicedesk@ubc.ca with your equipment order or if you need advice on which device would be appropriate for the end-user. Price quotes are typically provided within 2–3 business days.
Ensure your order includes the following details:
- Requestor Name and Email:
- Is this order for you:
- If not, name of equipment user:
- Requestor Department:
- What is requestor CWL:
- What building and room will this equipment be located:
- Are you replacing existing equipment:
- What Program/Project/Grant should be charged:
- Who will be approving this order:
- The approver needs signing authority for the specified Program/Project/Grant/Gift
- Please add a justification for your order:
- Enter the equipment and quantity:
Step 3: Manager Approval and Order Processing
The requests will be processed through Workday and will require manager approval. Once approved, your order will be submitted.
Step 4: Equipment Pick Up or Delivery
Requestor will be notified when equipment is ready to be picked up or delivered
Order Processing Timelines: 2-4 Weeks
Order Status: Email the MedIT Service Desk medit.servicedesk@ubc.ca to check on the status of your order
Need help? Visit the FAQs for more information
Policies & Guidelines
Protecting UBC data is a shared responsibility. To ensure the security of University information, all devices used to access UBC data must meet minimum security standards.
Minimum Security Requirements:
- Encryption: Data on your device must be encrypted.
- Strong Passwords: Use strong, unique passwords to protect your device.
- Up-to-date Software: Keep your operating system and software updated with the latest security patches.
- Security Software: To protect UBC data and systems, all devices must meet the following security requirements:
- Endpoint Detection and Response (EDR):
- UBC-owned Devices: Install CISO-approved EDR software as per UBC’s Information Security Standard U7
- Personally-owned Devices: Install UBC-recommended EDR software at no cost. UBC-recommended EDR software
- Anti-Malware Software:
- Personally-owned Devices: Install and update anti-malware software daily (excluding smartphones/tablets without this feature). There are many options for your choice of current anti-malware, including the installation of UBC-recommended EDR software at no cost
- DNS Firewall Protection:
- All UBC-owned devices and personally-owned devices used for University business must be protected by a DNS firewall to block malicious websites as per UBC’s Information Security Standard U7
- Device Encryption:
- Devices accessing UBC data (UBC-owned or personal) must meet encryption requirements. For details, reference UBC’s Information Security Standard U5
- Endpoint Detection and Response (EDR):
UBC-Owned, Self-Managed Devices
If your device is UBC-owned but self-supported/managed, it is still required to meet these minimum security standards. Please ensure your device complies to protect UBC data and systems.
Personally-Owned Devices
Personally-owned devices used for UBC work must also comply with these minimum-security requirements, including the installation of approved security software and adherence to encryption and vulnerability management standards.
Need help configuring your device or ensuring it is secure?
- If you have access to local (department or centre) IT support, please reach out to them for assistance.
- Refer to the following resources for more information on UBC’s security requirements:
- Minimum Security Controls: https://privacymatters.ubc.ca/resources/minimum-security-controls
- UBC Employees with Self-Managed Devices: https://privacymatters.ubc.ca/secure/mincc-self-managed
- Information Policy SC14: https://universitycounsel.ubc.ca/policies/information-systems-policy/
- Vulnerability Management: https://cio.ubc.ca/information-security-standards/M5
- Policy, Standards and Resources: https://cio.ubc.ca/information-security/policy-standards-resources
Mobile
See the Voice and DataUsage Policy for information on mobile phone devices in the Faculty of Medicine.This policy enables eligible faculty and staff in the Dean’s Office to use the device of their choice, and consolidates all users to the Faculty of Medicine’s Phone and Data Plan which fully covers reasonable business usage expenses. The Policy is currently being implemented in the Dean’s Office.
For more information or to submit a request, visit the Purchasing Section.
Servers
We provide a systems administration service to groups who need server administration expertise for new projects, services or application hosting.
For more information: see Systems Administration.
E-waste Recycling
We encourage all users to recycle their electronic items safely and responsibly.
To read up on e-waste facts, what you can do, and UBC’s e-waste collection program, visit the UBC Waste Management’s E-Waste page.
We currently do not provide services for personal e-waste. If you have old or unused electronic equipment at home, please contact any of the following groups:
FAQs
What is the delivery turnaround time?
The average time of arrival of our offered equipment is 2 – 4 weeks, upon authorization by the work tag approver and finance. Any hardware not listed in our the UBC IT catalogue may take longer than usual, as prices need to be quoted with our vendor. Any custom equipment may require a longer delivery time from our vendors. The price quotes turnaround from our vendor is 2 – 3 business days.
Why is my order undergoing an assessment? How are orders assessed?
Custom orders and orders to replace equipment that is less than three years old will undergo an assessment to ensure cost effectiveness.
The evaluation criteria for standard and custom orders depend on the nature of the request, whether the system is upgradable, and the age of the hardware.
How often is computer equipment replaced?
Our standard equipment warranty is three years, so we can generally replace equipment under warranty from the vendor within the first three years. If the computer is three to four years old, it undergoes an assessment to determine feasibility of repair. Computers older than four to five years are usually replaced rather than repaired.
I am ordering a mobile phone. How do I set up the voice and data?
The voice and data is set up separately in accordance with the Faculty’s Voice and Data Usage Policy.
What do I do if I encounter order issues or need help?
Contact the MedIT Service Desk at 1.877.266.0666 or medit.servicedesk@ubc.ca
for issues or support.