Technology Purchases - FAQ
All hardware and software should be vetted and purchased via the SEHD Technology & Learning team. This assures funding, licensing, and alignment with university and system requirements. We will advocate, represent, and answer data-security/licensing details on your behalf.
CU Software. Some software is vetted and pre-approved, you are invited to browse the approved software catalog. The short-list includes the Office 365 Suite, Zoom, Adobe Cloud Suite, Canvas, Panopto, Microsoft Copilot (AI), SPSS, Formstack, Qualtrics, etc.Outside of the OIT software catalog, we are required to request RAC and PSC approval.
The Process
- Submit a Technology Purchase Request. This goes to the Tech Team for processing who will submit the request to RAC on your behalf.
- Wait for OIT Risk & Compliance (RAC) review. RAC will explore and inquire about data use, type, storage, access, and etc. IF/when approved by RAC, the Tech Team will submit the request to PSC
- Wait for the CU Procurement Service Center (PSC) review. PSC operates out of the CU System office, serving all CU campuses. The PSC requires RAC approval before proceeding. PSC examines the terms of service and license/contract that the software vendor requires (the fine print). If terms do not comply to Regent policy then the PSC will attempt to negotiate the terms with the vendor. If negotiation fails, the purchase is denied.
- Consider a Waiver. If denied, PSC offers a waiver option. This requires justification and context for accepting risk, and will be reviewed/approved/denied by CU legal counsel and the respective Office of the Chancellor.
- Tech Team buys the software for you. Or not.
A representative of the Tech Team will walk your request through these processes and keep you appraised along the way. This typically takes 3 to 6 weeks. Sometimes longer.
Denials/Approvals
Previous denials include Calendly, Canva, Dedoose (under negotiation), DropBox, Milanote, Otter.ai, Padlet, Piktochart, SignUp Genius, Trint, VoiceThread, and WordPress.Previous approvals include Hypothes.is, Natural Reader, Mentimeter (Waiver), MPlus, Thinglink, TimeIQ, and etc.RAC wishes to review requests on a case by case basis. There are no blanket approvals or blanket denials. Even if you find software on the previously-approved or previously-denied list above, you should resubmit.
PSC wishes to have bulk purchase requests rather than individual purchases, as it helps with negotiation. If a vendor does not cooperate, the product is denied.
Reimbursements
Not allowed. If you buy something with personal funds, you have personally accepted terms of service and data liabilities. This is between you as an individual and the vendor. Neither RAC nor PSC nor the University condones or agrees to the risks, liabilities, or fine-print without prior review and approval. Reimbursements are not approved.
Renewals
Yes, them too. All software requires pre-approval by RAC and PSC, even subscription renewals. Do not use personal funds for software subscriptions - you will not be reimbursed. Anticipate any existing renewals by submitting a Technology Purchase Request with the pertinent details.
SEHD Blanket Approvals
This process is most effective en-masse. Requests from individuals are more likely to be denied, as software vendors will not negotiate terms. Requests from large groups are more likely be approved, because vendors will negotiate. Help us crowdsource the most critical software for the SEHD, and the Tech Team will pursue bulk licensing.