Oakland University departments can purchase Apple apps for university-owned devices using vouchers, managed through a department iTunes account to avoid sales tax and enable bulk discounts. A designated Device Manager or optional Program Facilitator handles app purchases, syncing, and redemption.
Who is Eligible?
Active Faculty and Staff
Overview
Apple has created a method by which Oakland University constituents can purchase Apps intended for installation on university-owned iPads or similar devices. These purchases are made using university funds, so standard university purchasing policies apply. By purchasing Apps this way, departments avoid spending university funds on sales tax, and departments have the opportunity to make bulk purchases that reduce costs. Departments are encouraged to bundle purchases or partner with other areas to purchase Apps to obtain the lowest possible price. Departments may purchase Apps through UTS in order to group purchases and obtain the lowest price possible. Software license agreements and purchases, including apps, are initiated by submitting the Software and Hosted Solution Checklist form. The overall process is:
- Purchase a Voucher for a dollar amount; this works much like a gift card
- Redeem the Voucher at the Apple Education Store for specific purchases
- Note that Apps are non-transferable. If purchased under one oakland.edu identity, ongoing maintenance cannot be transferred to another identity if the original identity is terminated.
Managing the Process
Planning Device Management
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In order to manage this process efficiently, departments should elect one person to be the Device Manager for the iPads. The Device Manager will also be responsible for managing the Department iTunes Account. If the department wants to purchase Vouchers to purchase Apps, this person also assumes the responsibility of managing the Program Facilitator Account (see additional information regarding the optional Program Facilitator Accounts below). The Device Manager will assume responsibility for device (iPad) updates. An ideal cadence may be every 2-3 months, including App/OS updates. The Device Manager may elect to manage using the Configuration Utility. This utility allows the Device Manager to create, maintain, encrypt, and install configuration profiles. When departments purchase new devices, the Device Manager is required to sync the device to the computer housing the associated Department iTunes account. During the setup process, the Device Manager will be prompted to follow a wizard to navigate through the setup process. It is critical that you “un-check” the “auto-sync” option for the device during this process. This allows all future updates to the device to back up, restore, and add only the Apps associated with that specific device. When the Device Manager is mentioned (below), this term may also apply as the Program Facilitator.
Department iTunes Account (Required)
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Set up a department Shared NetID account to create a Department iTunes Account. This account is used to redeem App purchases and to register all of your department iPads to a single iTunes account. An existing department Shared NetID account can be used for this. If your department does not currently have a department Shared NetID, request one through the online forms website NetID- Shared Account Request Form. Download the iTunes Store onto the Device Manager’s computer (this can be either a Mac or Windows PC). Review the process on how to create an iTunes App Store Account without a credit card; the link will provide screenshots and step-by-step instructions. Once you are prompted, you will need to sign into Webmail using the Shared NetID account. Follow the links and prompts in the email from Apple to verify your account. You are now ready to sync devices and redeem Apps for your department. You cannot download Apps from the device itself unless your device has been synced to the department iTunes account first. Once your device has been synced, you will be able to log into the Department iTunes Account through the device and redeem the code(s) sent to you. If you have synced your device to a personal iTunes account, that data will be lost, including Free Apps. This is important because the university does not reimburse for software, and this allows the departments to retain Apps purchased on university-owned equipment after the individual leaves the department or university.
Free Apps
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Purchase “Free” Apps through the Department iTunes account so that the App inventory is centrally located when the department users need to sync their devices to the Device Manager’s computer for updates. If your department obtains a Voucher to purchase Apps, or if your department loads free Apps onto a university-owned iPad or similar device, note that iPad use is governed by Policy #207 Business Expenditure Policies. It is therefore unacceptable to load personal entertainment, gaming or other Apps unrelated to the educational and business mission of the university. Purchase of iPads for prizes and awards is also governed by Policy #207 Business Expenditure Policies and is not acceptable. The device may be audited for installed software and licenses.
Additional Support
- OU Technology Center
- 44 Oakland Center
- Rochester, MI 48309-479
- (248) 370-4357
- Office Hours: M-F 8:00 am - 5:00 pm