Question
When should I submit a Software Request Form?
Answer
MCC defines software as digital technology that requires payment by a department or ITS, or is no-cost, that will be installed or used on an MCC-owned device. This includes software purchased as a physical product, downloaded application, hosted platform, or subscription-based service.
A Software Request Form must be submitted and approved before any of the following:
- New software is purchased, downloaded, installed, or used. This includes:
- Individual software tools
- Free downloads
- Campus-wide (Enterprise) applications requiring approved role-based access
- Classroom or lab software
- Academic software platforms
- Business operations software or subscription platforms
- An existing software license or subscription needing renewed
- Existing software where license use needs reviewed
- Previously approved software adds new or upgraded AI capabilities.
Staff may find more information on the basis and rationale for IT Software Review governance by logging into Unity and reviewing Section B of Procurement of the Coding of Expenses and Purchasing Signature Guidelines policy (Index No. II-3).
Depending on the complexity of the software request, approval after a Cost Center manager approves a staff request for software, may take 3-5 days before a ticket is submitted for installation or access is granted. Software requiring data security vetting and risk mitigation (SOC 2 compliance, HECVAT, legal contract review, or products exceeding $45,000) will exceed the standard time line, and may require additional oversight before software is approved.