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Software and Online Services - Security and License Review
The North Dakota University System (NDUS) requires that all software be reviewed in accordance with NDUS Policy 840
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 must occur even if the platform or software is free. This review also needs to happen if there 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, (701) 231-7093 or ndsu.itso@ndsu.edu.
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 § 32-12.2-15(5)
- 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 [Link for document 97435 is unavailable at this time] 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 requester, the restorer's department software contact, and, if required, the restorer's dean, director or vice president
- Record and track approved software and online services licenses and contracts, including amended language, for the university