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Policy No: 2030
Responsible Office: Computer Services Center
Last Review Date: 10/27/2023
Next Required Review: 10/27/2028
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Software and Cloud Services Purchase/Acquisition
1. Purpose
The purpose of this policy is to ensure the compatibility, integrity, and security of University data systems.
2. Applicability
This policy applies to all campus Division employees (excluding 猫咪社区APP Health) who procure the acquisition of institutional software or cloud-based systems by\for the 猫咪社区APP.
3. Definitions
Cloud Service: A software or service that is hosted on a third party provider server as opposed to 猫咪社区APP (on-premise) server.
4. Policy Guidelines
Institutional software acquisitions require pre-approval by the Assistant Vice President and Director of Information Technology Services. This approval is required before purchase, contract execution, or implementation of software or cloud services, whether software is purchased or acquired without charge. The software vendor must complete a Higher Education Community Vendor Assessment Toolkit (HECVAT) and provide it to the Office of Information Security prior to approval being provided. Software and/or services (hereafter termed “software”) requiring pre-approval are as follows:
- Software which processes or stores any University data, including financial, medical, student, faculty or staff data;
- Software requiring the processing of credit/debit cards and bank information;
- Software requiring integration with other institutional systems (Banner, etc.);
- Software that utilizes data transferred from another institutional system;
- Software which will utilize credentials that are authenticated by an institutional directory service (Active Directory, LDAP, Single Sign On, etc.);
- Software which will be made generally available to students and/or faculty and staff;
- Software which will be made available to the general public as a University-supported program or activity;
- Software for which Computer Services Center (CSC) assistance will be required to install or implement;
- Software for which ongoing support from CSC is required or expected.
Pre-approval by the Assistant Vice President and Director of Information Technology Services is not required for the purchase of commercially available software intended for use on individual workstations (Microsoft Office, Adobe Acrobat, etc.
5. Procedures
University employees must submit contracts and legal agreements to the Attorney's Office for legal review before any purchase, contract execution, or implementation of software or cloud services, whether software is purchased or acquired without charge. To submit a contract or agreement for legal review and approval:
- Visit the page;
- Login using your JagNet credentials.
6. Enforcement
Any software or cloud service agreement acquisition that does not go through this process will not be approved for purchase.
7. Related Documents
portal.