Systems and Procedures
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
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.
The Software Request Form is intended to be used solely by University employees or graduate students that are requesting to use software within the scope of their employment with the University. Throughout the form, the word "Software" will be used to mean any type of software or software-as-a-service (SaaS), whether cloud-based or otherwise, wither or not there is any cost to the University associated with obtaining and/or using the software.
The Software Request Form contains logic, and based on answers provided, not all questions will be presented. Some questions have been marked with an asterisk indicating a response is required.
The Software Request 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 Procurement Services Representative handling the software purchases.
This form has fill-and-print form fields and digital ID (electronic signature) fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field withing the PDF will display these instructions.
To view document exhibits, click on link below:
Instructions for completing the Software Request Form
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 Associate Vice President for Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected. See Procedure FN2017 Use of Forms Appearing on the GURU Website for complete details.
| Document: | Ultimate Distribution: | Retention Periods: | Disposition Method: |
|---|---|---|---|
| Original | Attached to Shopping Cart in Lion Marketplace | Indefinite; depends on terms specified in software agreement | Electronic Data = delete and empty computer recycle bin |
| User Copies | Each user permitted by the software agreement | Indefinite; depends on terms specified in software agreement | Electronic Data = delete and empty computer recycle bin |
| Transitory Copies* | - - - - - | Upon successful uploading into Lion Marketplace - End of fiscal year +1 year | Paper document = Secure Bin disposal or shred Electronic Data = delete and empty computer recycle bin |
*Transitory Copies are University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Record as delineated on the Records Retention Schedule.
The initiating department emails the Software Request Form, agreement, and all attachments to Procurement Services per the instructions provided on the completed form. If a Purchase Order is requested, please attach documentation to the Shopping Cart. Incomplete forms will be returned without processing.
For questions, additional detail, or to request changes to this form, contact Procurement Services.