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Software and Online Services - Security and 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. This review NEEDS to occur even if the platform or software is free. This review also NEEDS to occur if their is hardware that is purchased that sends data to an online service.
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.
If you have questions or need assistance, please contact Wendy McCrory at wendy.mccrory@ndsu.edu or (701) 231-7093.
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.
- North Dakota Century Code, Section 9: Contracts and Obligations
- N.D. State Board of Higher Education Policy 840: Contract Review
- NDSU Policy 712: Contract Review
Review Process
A minimum of 2 weeks is needed to review software and online services.
Process of Department Requesting New Software or Online Services
- Find your departmental software contact at Software - Contacts and work with them 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, legal, or software licensing staff
- Facilitate communication with all parties to complete the purchase order
- Director of Purchasing signs agreements for software and online services, if needed
Process of the Office of the Vice President for Information Technology
- Review the license and contract in consideration of 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 parties, including:
- Consult with Attorney General's office if purchase is over $2,500 or 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
- Record and track approved software and online services licenses and contracts, including amended language, for the university
Submit a Request
Submit a request for software or an online service contract review.