Software must be reviewed for use with university accounts, systems, networks, and/or data; this is especially important for software used for instructional or research purposes. The use of all ISU Information Technology Resources and Systems is governed by 9.2 Policy on Appropriate Use of Information Technology Resources and Systems. The Office of Technology Solutions has implemented a new pilot process for requesting academic software, designed to shepherd your request through the process as quickly as possible, with updates that provide transparency on status. 

Why is a process required?

Modern software, even at low or no direct cost, come with serious implications for privacy, accessibility, licensing, information security, compliance, and user support. There are important factors that must be evaluated to ensure that university policies, procedures, and standards are observed, and that using the software does not place the university at undue risk. The academic software request process follows and implements 9.2 Policy on Appropriate Use of Information Technology Resources and Systems, and has been developed to account for those considerations in the most efficient manner as possible.

What is considered academic software?

Academic software is any software requested to support instruction, research, or administrative activities by an individual teaching or working in a college. This includes software installed on computers, servers, and mobile devices, as well as software integrated with systems like Canvas (Learning Tool Integrations/LTIs) and Microsoft 365.

When does this process apply?

Any request for new (not previously used) software from an academic area, regardless of cost, must go through the approval process and may not be used until the process is complete. At this time, renewals of existing software contracts do not need to utilize the request process and should be acquired as they were previously. Only faculty or staff members may request academic software. Students may work with a faculty or staff member to submit a request on their behalf when necessary and appropriate.  

What to expect during the request process

There are several steps to the request process. You will be guided through each step along the way, and you will receive regular updates on status. Reviewing academic software for use is a complex process and is likely to take several weeks or longer depending on the volume of requests at the time. Please allow enough time for your request to make it through the process. The earlier you make the request, the better chance it has to complete review before you need to use it.

1. Check to see if your software has already been reviewed, or is currently under review.  You may view currently available Learning Tool Integrations (LTIs) with Canvas, and currently available, denied, and under-review Microsoft 365 app connections (typically for login with an ISU account or integration to OneDrive storage) at the linked pages. A list of reviewed general software is being developed and will be published.
2. If the software you are inquiring about is not listed as reviewed or under review, submit a request using one of the forms below. Please fill out the form as completely as possible to expedite your request. 
   1. Academic Software Request form - use this form to request new software to support instruction, research, or administrative activities in a college. (This form is temporarily unavailable while some process improvements are made.)
   2. Microsoft 365 App Consent Request form - use this form to request academic software that needs to connect to the university's Microsoft 365 system. If users of your software are receiving this message from the system, you'll need to use this form to request a connection to Microsoft 365.  
3. The Academic Technology Review Board (ATRB) will review the request. The ATRB is comprised of the Associate Deans with technology responsibilities from each college. 
4. The Office of Technology Solutions will shepherd the software request through a series of compliance checks, working with the departments involved on your behalf. The compliance checks ensure that the software meets information security, accessibility, export control, and purchasing standards.
5. Assuming all compliance checks have been passed, the request moves to procurement and you will be able to use the software according to the terms of the contract.

Further Assistance

Questions about the academic software process can be directed to the Office of Technology Solutions at softwarerequests@ilstu.edu.