Software Approval Process

When to Use?

Use this Knowledge Base (KB) article prior to acquiring software and/or applications. Any of the following that will store GVSU data or be used in any GVSU business process must be reviewed by IT prior to purchase: software, SaaS subscriptions, professional services, cloud-based file sharing/storage, point-of-sale software, and applications including those provided by an external party.

Procedure

1. Review the university's Technology Acquisition Policy.
    
2. Review the approved software list below for software/applications that are reviewed and approved by IT for purchase. Please note: The software on the list is only approved for use if the usage does not involve sensitive data, which includes FERPA, HIPAA, GDPR, PII, and PCI. This list is reviewed yearly and is subject to change. 
    
3. If software is not listed or will involve sensitive data, complete a Software Purchase Approval ticket prior to purchase.

Additional Information

• Software approvals are good for one year. Software purchases should be reviewed on a yearly basis. Please submit a Software Purchase Approval ticket for annual review prior to the software's renewal. 
   
• The Information Technology Division will neither install nor support software that has not been approved in advance of purchase and/or lease.
   
• If using AI software/applications, please review the university's Acceptable Use Policy for Public AI Solutions and ensure compliance. 
   
• Purchases of software/applications that GVSU provides to the campus community are not reimbursable. This includes software like Adobe, Microsoft, Zoom, etc. For details on the software and licenses currently owned by GVSU, visit the Enterprise Licenses page.
   
• Software being used for research studies, including those involving living persons, must comply with the policies and procedures of the Institutional Review Board (IRB) within the Office of Research Compliance and Integrity. Please note: The software on the list is only approved for use within Levels 1-2 of GVSU's Institutional Review Board (IRB) requirements. If use will exceed Level 2, complete a Software Purchase Approval ticket prior to purchase.