Software and Online Services License Review
NDSU students, faculty and staff use a vast array of software and online services to conduct their academic work, research and university business.
Before software and online services can be purchased, installed or made available for use by NDSU students, faculty and staff, contract and license information must be reviewed for compliance with North Dakota laws, State Board of Higher Education policies and NDSU policies.
The Office of the Vice President for Information Technology facilitates the Software and Online Services License Review process in collaboration with the North Dakota Attorney General's Office campus representative.
Policies and Procedures
The contract and license review process is driven by the North Dakota Attorney General, State Board of Higher Education policy and NDSU policy.
The review process is under the purview of the Office of the Vice President for Information Technology.
A minimum of 2 weeks is needed to review software and online services.
Role of the Office of the VP for Information Technology
The chief information security officer, on behalf of the Office of the Vice President for Information Technology, will:
- Review the license and contract in consideration of state law, State Board of Higher Education policy and university policy
- Assess the level of risk associated with purchasing, installing and using the software, and make a recommendation based on that risk assessment
- Facilitate communication among appropriate channels, including:
- Consult with Attorney General's office if issues with data privacy, confidentiality, or compliance with law or policy emerge during the review process
- Collaborate with the vendor to amend terms or language in the license or contract as necessary
- Communicate a recommendation to the requestor, the requestor's department software contact, and, if required, the requestor's dean, director or vice president
- Provide approval documentation to NDSU Purchasing for approved software that costs more than $5,000
- Record and track approved software and online services licenses and contracts, including amended language, for the university
Role of the Employee Requesting New Software or Online Services
If you are an NDSU faculty or staff member and wish to purchase, install or make software or online services available, you are responsible for the following tasks:
- Submit a request to order the software or online services to your department software contact
- Work with your department software contact to complete and submit the Software and Online Service Contract Review request form
- Respond with additional information and clarification as requested by the chief information security officer
- Facilitate communication to complete the purchase order, if approved, including:
- Obtain a signature from your dean or vice president if the software or online service cost is greater than $2,500 and involves collection of sensitive data
- If the the purchase order or software/online service agreement requires a signature, the Director of Purchasing must sign the agreement