IT 003 - Software Request Procedure

Purpose: To centralize acquisition and tracking of software in order to ensure compliance and compatibility with existing equipment as well as streamline utilization,  reduce duplication, and provide the highest level of support possible.

Method: All requests for software, including use of free software, for use on public computer workstations, classrooms, computer labs, and offices, will be reviewed and approved for purchase through the Hardware/Software subcommittee of the Academic Technology Committee. Note that the funding for software requests will need to be approved by the requester’s department chairperson or Vice President.

Applies to: All Seton Hill University Employees

Procedure: Software requests will be evaluated and approved through the appropriate channels, as outlined below:

1. Software requests must be submitted to the chair of the Hardware/Software subcommittee of the Academic Technology Committee by November 30 to ensure enough time for evaluation, purchase/licensing, and installation. Software request form is located online here.
2. The committee may require the requester to answer additional questions.
3. A technical evaluation of the software will be performed by a software technician to verify requirements and specifications are able to be met. Upon evaluation completion, the requester will be notified. Notifications of evaluation will be provided by January 31 in order to accommodate budgeting.
4. As part of the budgeting process, approval for purchase should be routed through the IT department. A quote can either be provided or IT may obtain the quote when provided with contact information for the vendor. Software licensing and media will be housed in the IT Department for installation and auditing purposes.

Support resources will be allocated to software and hardware approved through the above process.

Created: October 2014