Systems and Procedures
A Division of The Corporate Controller's Office


Table of Contents:


The University frequently enters into purchase agreements or license agreements to acquire software. Many of those agreements contain requirements concerning confidentiality and restrictions on disclosure and copying. In addition, federal copyright laws protect copyrighted software from unauthorized use or disclosure. Faculty and staff using the software should be aware of these restrictions and comply with the contract provisions and copyright requirements. Use of this form will help the University verify that persons using the software know about restrictions applicable to the use of such software.

General Information:

The Software Agreement Cover Sheet form* is completed in its entirety by the initiating department. All applicable quotes, terms and conditions, license agreements, vendor's security and privacy policies, attachments and exhibits must be attached to the completed form. Whenever possible, please obtain a Word document of the agreement directly from the vendor. Purchasing requires a clean, unmarked, unsigned copy of the agreement. If you are submitting proposed changes, please do so in a separate copy of the agreement.

All questions should be directed to the Purchasing Services Representative handling the software purchases.

* - Please note that either Internet Explorer (IE) or Mozilla Firefox needs to be used to open the Software Agreement Cover Sheet form. Purchasing Services is aware of an issue opening the form with Chrome and is working on a resolution).

Exhibit and Instructions:

To view document exhibits, click on link below:

Instructions for completing the Software Agreement Cover Sheet

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). See Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF Forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available to all Penn State students, faculty, and staff members, at no cost. Sign up for an Adobe Creative Cloud account at If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Software Agreement form
Ultimate Distribution: Retention Periods:
Original White Attached to Purchase Order in Purchasing Services Indefinite; depends on terms specified in software agreement.
Adequate Photocopies White Each user permitted by the software agreement Indefinite; depends on terms specified in software agreement.

Where to Send Completed Forms:

The initiating department emails the cover sheet, agreement, and all attachments to Purchasing per the instructions provided on the cover sheet. If a Purchase Order is requested, please attach documentation to the eBuy+ requisition. Incomplete forms will be returned without processing

Contact Information:

For questions, additional detail, or to request changes to this form, contact Purchasing Services.

Cross References: