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IS&T Policies and Procedures

Software Purchase and Download Request

Software Purchase/Download Request

Due to changes in requirements and policies, the procedure for requesting software has changed.  All software purchases and/or downloads must be approved through Information Services & Technology (IS&T) and the Office of the Vice President for Business Affairs to ensure that they meet state and federal requirements as well as security guidelines. This includes freeware and website subscriptions.

To request approval to purchase or download software, please submit the Software Request Form below.

Software Request Form

Below you will find information regarding the required documentation for software.

Voluntary Product Accessibility Template (VPAT)

Software or website subscription vendors must provide a VPAT demonstrating ADA compliance. This is required to meet Section 508 of the Rehabilitation Act requirements as well as the university’s agreement with the Office of Civil Rights. A completed VPAT must be uploaded when submitting the Software Request Form.  A blank VPAT and instructions for completing the VPAT may be accessed from the link below.

Section 508 VPAT Template

Contract, Licensing Agreement and/or Terms and Conditions of Use

A contract, licensing agreement or terms and conditions are required and must be approved by the Office of the Vice President for Business Affairs. The University of Montevallo Contract/Terms and Conditions Stipulations contains information regarding what the university may not agree to and the legal cites. This document may be sent to vendors when requesting terms or licensing agreement. A contract, licensing agreement or terms and conditions must be uploaded when submitting the Software Agreement Form. The document may be accessed from the link below.

UM Contract Stipulations

Data Collected

If the software collects sensitive or confidential information, additional documentation may be required to ensure that this data is protected under the Data Governance policy. If the software collects Academic data protected under FERPA, a FERPA addendum is required of the vendor. A blank form may be accessed from the link below.

FERPA Addendum

If other types of data are collected, an SSAE16 or equivalent may be required.

Cost

Software costing $1,500 or more, requires a Project Intake form to be submitted and may require more project related documentation.

Technician Hours

Software that will require more than 40 technician hours, requires a Project Intake Form to be submitted and will require collaboration with Senior Project Manager or other IS&T staff.

To submit a request for a new project, please use the IS&T Project Intake Form below.

IS&T Project Intake Form