What is this service?
This service guides UCO faculty and staff through the required process for obtaining new software or renewing existing software licenses. Whether you're considering a paid solution, a free download or open-source software, this ensures compatibility and protects the university from legal and security risks.
Review the Knowledge Base Article on this topic for further information about the process: Software Approval Request Article
Estimated Wait Times
This estimated wait time differs between New Software Requests and Software Renewal Requests.
New Software Requests
Estimated wait time: Up to 90 days
Software Renewal Request
Estimated wait time: Up to 30 days
OIT simplified the renewal process and improved wait times by streamlining these requests. Note: If there is a major change in use for the requested software, the product must go through the new software approval process.
Required Information & Documentation
You will need to prepare ahead of time the required information and documentation for this request.
Software Information
- Product Name & Vendor
- Product Use Case
- Type of Request (New software or a software renewal)
- Is the product for Academic Use? (Yes/No)
- What is the license structure?
- What is the source for funding?
- How many user accounts will be needed?
- What is the expected audience for the software?
Product Documentation
- File Name for Quote / Pricing Document (per UCO purchasing guidelines)
If the vendor does not provide a formal quote, a print-to-pdf of the pricing screen works for consumer applications.
- File Name for Legal Agreement (EULA)
This can be an End User License Agreement (EULA), Terms of Use, Terms of Service, or Terms and Conditions.
- File Name for Privacy Policy
This is a legal document from the vendor that explains how the organization collects, uses, stores, and protect users' personal data.
Additional notes:
- This process applies to all software acquisitions, even free downloads with licensing agreements and open source software.
- Early communication ensures a smooth and efficient review process.
- The person making the request is in charge of obtaining the money needed to buy the software.