Technology
Academic Software Use Cases
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. Academic software currently has two paths for submission - new software should be submitted through the new Academic Software Request process. Renewals of existing software should generally be submitted through normal departmental purchasing processes. Following is a more detailed listing of different types of software and which path should be used in different scenarios.
Definitions
In terms of the need to submit for review, software is considered either new, renewal, or reviewed. The definition for each follows.
- New: Software that has not been used within the past year by any University department, regardless of cost. This type of software should be submitted for review through the Academic Software Request form.
- Renewal: Software in use currently that will need to be renewed at some future date, regardless of cost. Renewals of this type of software should be handled through normal departmental purchasing processes.
- Renewal with Integration: Software that is currently in use, but for which an integration to the Canvas system or the Microsoft 365 system is desired. The software itself would be defined as a renewal, but would need to be reviewed before the integration can take place.
- Reviewed: Software that has been reviewed for use and complies with university policies, procedures, and standards. Reviewed software is listed in the Software Catalog as it completes review. This type of software requires submission only for payment, though normal departmental purchasing processes.
Where to submit software requests
Following is a detailed listing of which software request path should be used for different types of software.
Type of Software | In use currently(or within previous year) | New, Reviewed, or Renewal | Where to Submit |
|---|---|---|---|
| Software listed in the Software Catalog | Yes | Reviewed | Utilize normal departmental purchasing processes at time of renewal (if there is a cost) |
| Software listed in the Software Catalog | No | Reviewed | Utilize normal departmental purchasing processes at time of renewal (if there is a cost) |
| Software not listed in the Software Catalog* | Yes | Renewal | Utilize normal departmental purchasing processes at time of renewal |
| Software not listed in the Software Catalog* | No | New | Submit through Academic Software Request Process form |
| Software for which a connection to Canvas is desired - if covered by master contract, as indicated on the LTI (Learning Tool Integration) list | Yes | Reviewed | Utilize normal departmental purchasing processes at time of renewal (if there is a cost) |
| Software for which a connection to Canvas is desired - if covered by master contract, as indicated on the LTI (Learning Tool Integration) list | No | Reviewed | Utilize normal departmental purchasing processes at time of renewal (if there is a cost) |
| Software for which a connection to Canvas is desired - if not covered by master contract, as indicated on the LTI (Learning Tool Integration) list | Yes | Renewal with Integration | Submit through Academic Software Request Process form |
| Software for which a connection to Canvas is desired - if not covered by master contract, as indicated on the LTI (Learning Tool Integration) list | No | New | Submit through Academic Software Request Process form |
| Software for which a connection to Microsoft 365 is desired - if currently enabled, as indicated on the Microsoft 365 app consent list | Yes | Renewal | Utilize normal departmental purchasing processes at time of renewal (if there is a cost) |
| Software for which a connection to Microsoft 365 is desired - if currently enabled, as indicated on the Microsoft 365 app consent list | No | Renewal | Utilize normal departmental purchasing processes at time of renewal (if there is a cost) |
| Software for which a connection to Microsoft 365 is desired - if not currently enabled, as indicated on the Microsoft 365 app consent list | Yes | Renewal with Integration | Submit through Academic Software Request Process form |
| Software for which a connection to Microsoft 365 is desired - if not currently enabled, as indicated on the Microsoft 365 app consent list | No | New | Submit through Academic Software Request Process form |
*Trial software, code and coding languages, and electronic resource subscriptions such as online journals and databases are specifically not in scope for this process at this time. These items should be submitted as needed through normal departmental purchasing processes.