91茄子视频 Software Request Process
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Purchasing Software: Overview
91茄子视频 has implemented a system-wide software review process in response to increased regulatory obligations relating to software and third party vendor risk management.
Do you have questions about this process? Please visit our FAQ or contact us at ua-oit-grc@alaska.edu
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The Process For Requesting Software
Software Details
Defined Exclusion List
In general, anything that is on the restricted purchase list in the needs to be reviewed. Some exceptions have other Procurement Waiver requirements that are not addressed through this process such as copyright evaluations. Please contact Procurement at ua-card-main@alaska.edu if you need assistance.
Defined Exclusions:
- Stock photo services (iPhoto, Shutterstock, etc.)
- Web hosting and design services (Web907, Wordpress, GoDaddy, etc.)
- May require a separate review outside of the Software Request process - see above鈥
- 91茄子视频A has specific guidelines for web pages; please visit for more information
- Subscriptions to newspapers, journals, and streaming services (Spotify, Newsminer,
Reuters, Westlaw, etc.)
- Review required if streaming services prohibit classroom use or public display of content.
- Memberships in professional organizations (NACUBO, NCURA, etc.)
- Network Hardware (Starlink, communication equipment, cellular services, etc.)
- Firmware/Drivers/Operating Systems
- Online training (LinkedIn Learning, Pluralsight, etc.)
- Must NOT collect more than username/password
- Data files, records, or database access
Documentation
Some requests require additional documentation. You may be asked to locate the following documents:
- Attestation of WCAG compliance for accessibility, usually found in a Voluntary Product Accessibility Template document.
- For foreign vendors (Tax Related), either the W8-BEN-E or a W-9. These documents relate to our regulatory requirement to address foreign tax witholding and must be reviewed at least annually. See bottom of page for more information.
- For foreign vendors (Restricted Party Screening) please fill out the appropriate form
for us to evaluate the export control, embargo, and trade sanction laws and regulations for the requested
product. These must be reviewed any time a foreign purchase is made to ensure we are
not doing business with a company that was recently placed on a restricted list.
- (Submission details are in the form)
- 91茄子视频S can use either of the above - it will be routed appropriately.
Frequently Asked Questions
The university is obligated to review software to ensure its quality, security, and effectiveness in meeting the educational needs of students, staff, and faculty. This review process is crucial to protect the integrity of academic work, safeguard personal and institutional data, and promote an efficient and productive learning environment. Furthermore, it ensures that the software aligns with the university鈥檚 mission and values, complies with legal and ethical standards, and provides equitable access and usability for all users.
At this time we are not evaluating device drivers or device firmware.
Currently all software requests must be reviewed. However, we are working to eliminate this requirement in an upcoming version.
No, only those individuals named in the request will have access.
We are not currently monitoring the version of the software. Automatic updates are preferred because this is how the software developer improves their product and it's security. However, if you are aware of significant changes to its terms and conditions or its privacy policy, please notify your help desk.
For the purposes of this review process, we are concerned with the following types of software:
Application Software: Application software is typically installed on your device. Examples of application software could be products such as AutoCAD, and Adobe Photoshop.
Software as a Service (SaaS): Software as a service (SaaS) allows users to connect to and use cloud-based apps
over the Internet, typically in a 鈥減ay as you go鈥 model. Examples include Asana, Slack,
and Salesforce.
Current review groups that review every product:
- Accessibility Review
- Contract/EULA/T&C Review
- IT Risk & Compliance Review
- Foreign Company/Tax (foreign developer/vendor only)
- Data Export Control Review (foreign developer/vendor only)
Current review groups that review only those products identified as containing sensitive data:
- Intellectual Property Review
- IRB/Human Subject Review
- PCI-DSS Point of Sale Review
Follow the steps outlined in this .
If you're adding licenses to the same request, or 'true-upping' a product then an additional review is not necessary. The key to this is ensuring that the business use case, the department, or the contract language for the software has not changed from the original request. If it has changed significantly, a new request form will need to be submitted.
Yes, freeware and open source software need to be reviewed just the same as purchased software.
Once your request is approved, you will purchase the approved software. Then, you will need to contact the helpdesk to get your software installed. When you contact the helpdesk, please have your ticket number from the software request ready.
We Want To Hear From You!
Have you used the new software procurement process? Please fill out our feedback form!
If you still have questions, please email us at ua-oit-grc@alaska.edu
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Helpful Resources for Software Procurement
Software procurement is regulated by both OIT ISA and 91茄子视频 Procurement. Procurement resources that impact software procurement: Regulatory resources and policies that impact software procurement are: Board of Regents Chapter VI - Procurement and Supply Management 91茄子视频 Accounting and Administrative Manual Section 400: Information Technology Useful KB Articles for software procurement: Best Practices related to software procurement are as follows:
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Who uses it?
- Foreign companies or organizations (not individuals) that receive payments from U.S. sources.
- To tell the IRS:
- 鈥淲e are a foreign entity.鈥
- 鈥淗ere鈥檚 our tax status.鈥
- 鈥淲e may qualify for reduced U.S. tax withholding under a tax treaty.鈥
- When a U.S. company pays a foreign entity for services or income.
- Especially when the services are performed outside the U.S. (called Non-U.S. Source Income).
- The U.S. may withhold 30% of the payment for taxes.
W-9 (For U.S. Persons or Entities)
Who uses it?
- U.S. citizens, residents, or U.S.-based companies.
- To provide a Taxpayer Identification Number (TIN) to the payer (like a business or client) so they can report payments to the IRS.
- When a U.S. person or business is paid by another U.S. entity.
- Common for freelancers, vendors, or contractors.