About CAF Funds
Per the Computer Access Fee (CAF) guidelines, funds are to be expended in support of:
- Student Computing Access
Including data centers, equipment, and services for student access to computing, networking, and student administrative computing. - Instructional Technology
Including classroom instructional technology and support for faculty use of instructional tools in teaching.
CAF funds must be used exclusively to support:
- Student instructional computing
- Student administrative computing
- Networking
- Classroom instructional technology
- Faculty use of instructional technology
All hardware and software purchased with CAF funds must be used 100% of the time for these purposes.
Submission & Review Process
CAF Fund Requests follow a structured annual process designed to ensure transparency, strategic alignment, and effective resource use.
Submitted requests are reviewed by the Enterprise Technology Committee (ETC), which evaluates proposals based on alignment with CAF goals, feasibility, and impact. Approved requests are forwarded to the Technology Leadership Council (TLC), which prioritizes projects and makes final funding recommendations. Approved projects are entered into the AgriLife AgiLoft ticketing system for tracking and communication.
Timeline Overview
| Milestone | Timeframe | Responsible Party | Details |
|---|---|---|---|
| Request Submission Deadline | October 1 | Requesting Units | Submit via the Computer Access Fee (CAF) Funding Request Microsoft Form |
| ETC Review and Evaluation | October onward (monthly) | Enterprise Technology Committee | Evaluation during regular monthly meetings using a standardized rubric |
| Forwarding to TLC | After ETC Review | ETC Chair | Evaluated requests are submitted to the next TLC meeting |
| TLC Prioritization | November – January | Technology Leadership Council | Requests are reviewed and ranked based on strategic alignment |
| Final Approval | By January TLC Meeting | TLC | Prioritized project list is finalized for funding |
| Emergency Requests | As needed | ETC Chair and TLC | Urgent requests may be reviewed at any scheduled TLC meeting |
Emergency CAF Fund Requests
Emergency requests may be submitted outside the regular funding cycle when there is a critical need related to instructional technology or student computing.
Emergency submissions:
- Must use the Computer Access Fee (CAF) Funding Request Microsoft Form above
- Will be reviewed by the ETC Chair for completeness and alignment
- Will be presented at the next scheduled TLC meeting
- Will be evaluated based on urgency, impact, and available funding
This process ensures flexibility while maintaining transparency and strategic oversight.
Departmental Cost-Sharing Requirement (Effective FY26)
Beginning in the FY26 funding cycle (October 1, 2025 submission deadline), departments are required to contribute a portion of the total cost of all CAF Fund Requests:
- Requests of $20,000 or more: Minimum 10% contribution
- Requests under $20,000: Minimum 15% contribution
The exact dollar amount and percentage must be listed on the request form. This requirement is mandatory and applies to all requests regardless of whether the committee can fund the remaining balance.
Cost-sharing contributions will be considered alongside evaluation scores and strategic alignment during the review process. This approach helps ensure a shared investment in technology upgrades and extends the reach of CAF resources, which currently average $95,000 annually.