Software and Web-based Services Review Process

• Contact your departmental IT support to guide you through the process.

1. Perform initial triage:
   • Ensure that the expected value of the software is less than $50,000 (calculated over the length of the contract).
   • Ensure that the software is not for personal use.
   • Ensure that the software is not purchased with personal funds.
   • Check to see if existing “Cleared” software could meet functionality needs.
   • Check if desired software is Cleared for subsequent use.
2. Initiate review process, submit a new review request and verify the following (Limited to specific IT staff):
   
   • Data Classification Level
   • Business use
   • Integrations
   • Usage – Faculty, staff, students
   • Course requirements
   • Software Classification
3. Acquire documentation if necessary:
   • HECVAT (Higher Education Community Vendor Assessment Toolkit)
   • VPAT (Voluntary Product Accessibility Template), version 2.4 or higher

Outcomes: Final disposition of software review.

• Cleared: Product aligns with policies, security standards, and accessibility requirements and may be acquired and/or used.
• Cleared with Conditions: Product aligns with polices, security standards and accessibility requirements but also needs to comply with conditions, requirements, or restrictions for acquisition/use.
• Rejected: Product does not align with policies, security standards and/or accessibility requirements and may not be acquired or used.

Next Steps:

• Provide Cleared Review Outcome email notification and Web-based Services and Software Under $50,000 Pre-purchase Form to Purchasing to complete purchasing process.
• Contact service area provider for implementation if needed (add-ins, SSO, integration, etc.) and provide Cleared Review Outcome email notification as proof of cleared review outcome.

The time required for a review can vary based on the complexity of the product and availability of the required documentation. Complexity may include additional documentation review, testing of software, use case, etc.  

• Low complexity: 1 - 2 weeks
• Medium/high complexity: 3 - 5 weeks

Please allow adequate time for the software review and additional time if the product is a new purchase or renewal as procurement may have other requirements and reviews to process.