Choose the type of request

New request vs. Replacement

Choose New request when you're introducing a student capability, resource, or service that isn't currently available.

Choose Replacement when you're replacing technology students already use for substantially the same purpose.

Examples

• Computers for a newly created student lab → New request
• New computers replacing existing lab computers → Replacement

Maintenance vs. Support

Choose Maintenance when you're keeping an existing technology, system, or service operating.

Choose Support when you're primarily paying for assistance, expertise, or services rather than the technology itself.

Examples

• Renewing an existing software license → Maintenance
• Paying for implementation assistance → Support

How to choose between similar item categories

The Learning Spaces portal provides definitions and examples for all available item categories. The comparisons below provide additional guidance for categories that may overlap or be easy to confuse. They are not a complete list of the item categories available in the portal.

Student Software vs. Systems Management Software

Consider who uses the software and what it does.

Choose Student Software when students directly use the software for coursework, instruction, or an academic service.

Choose Systems Management Software when the software works behind the scenes to manage, monitor, deploy, virtualize, protect, or maintain student technology.

Examples

• ArcGIS used by students for coursework → Student Software
• LabStats used to monitor computer lab utilization → Systems Management Software
• JAMF used to manage devices → Systems Management Software

Audio/Visual (AV) Classroom Technology vs. Audio/Visual (AV) Conferencing & Collaboration

Consider the primary purpose of the AV system.

Choose Audio/Visual (AV) Classroom Technology when the primary purpose is presenting content or delivering instruction in a classroom.

Choose Audio/Visual (AV) Conferencing & Collaboration when the primary purpose is connecting participants for remote, hybrid, or collaborative interaction.

Examples

• Classroom presentation display → Audio/Visual (AV) Classroom Technology
• Equipment primarily supporting a Zoom Room → Audio/Visual (AV) Conferencing & Collaboration

Audio/Visual (AV) categories vs. Media Production

Consider how the equipment will primarily be used.

Choose Media Production when the equipment is primarily used to create, record, capture, or stream content.

Choose the appropriate Audio/Visual (AV) category when the equipment is primarily used to present content or support live communication.

Examples

• Camera for student video production → Media Production
• Projector for classroom presentations → Audio/Visual (AV) Classroom Technology
• Camera primarily used for video conferencing → Audio/Visual (AV) Conferencing & Collaboration

Computing Hardware for Labs or Classrooms vs. Server & Infrastructure

Consider whether students use the equipment directly or whether the equipment supports the technology environment.

Choose Computing Hardware for Labs or Classrooms for computers and endpoint devices students use.

Choose Server & Infrastructure for backend hardware that supports student-facing technology or services.

Examples

• Thin client used by a student → Computing Hardware for Labs or Classrooms
• Server supporting the virtual environment → Server & Infrastructure

Emerging Technology / Makerspace vs. Instructional Scientific Equipment

Consider the primary instructional purpose of the equipment.

Choose Emerging Technology / Makerspace when equipment is primarily used for fabrication, prototyping, making, or creative production.

Choose Instructional Scientific Equipment when specialized equipment supports scientific, clinical, medical, diagnostic, or other discipline-specific instruction.

Examples

• 3D printer used for student prototyping → Emerging Technology / Makerspace
• Microscope used for laboratory instruction → Instructional Scientific Equipment

Hardware vs. Hardware Maintenance and/or Warranty

Choose the appropriate equipment category when you're purchasing the hardware itself.

Choose Hardware Maintenance and/or Warranty when the line item is specifically for a warranty, service plan, maintenance agreement, or hardware support contract.

Examples

• Student computers → Computing Hardware for Labs or Classrooms
• AppleCare for the computers → Hardware Maintenance and/or Warranty

If the hardware and warranty are separate line items, categorize each line item separately.

When to use Other

Choose Other only when the line item doesn't reasonably fit an available category.

An unusual or specialized item may still belong in an existing category. Before selecting Other, consider the item's primary function rather than its name or where it will be used.

If you select Other, describe:

• What you're requesting
• What the item does
• How students will use or benefit from it
• Why an existing category doesn't fit

Still not sure?

Ask yourself:

1. Why do you need the funding? This determines the request type.
2. What are you purchasing? This determines the item category.
3. Could the item fit more than one category? Choose the category that best represents its primary purpose.
4. Are you considering Other? Review the available categories based on what the item does, rather than simply what it's called.

Need more help?

If you're still unsure which request type or item category to choose, email [email protected] with the subject line "Learning Spaces Help".

Include a brief description of the item or request you need help categorizing.