Requesting New Software

Ronald Cahall

Jun 21, 2023

All requests for new software services must be approved by OIT prior to purchase. In cases of academic software, the request should also be approved by your respective division dean. There are certain criteria that should be assessed prior to deciding to pursue the adoption/purchase of a new software product. When considering adopting a new software product, please consider the following:

Transparent Pricing

· There is a formal agreement in place regarding pricing. If this is a free tool, it is anticipated that it will remain free for the duration of the course where it is being used.

· There are no hidden costs for the institution or individual students to utilize all offered aspects of the tool.

· Costs for any required support materials are finalized before adopting the tool.

· Regardless of cost, no one may enter into an agreement on behalf of the college except the Board of Trustees or their designee. The current designee is the Chief Financial Officer. This applies to free software and click-through agreements.

Reliable Technical Support

· There are established ways that system administrators and faculty have access to reliable technical support. (describe briefly)

· There is an avenue for students to access support in a reliable and timely manner. (describe briefly or provide link)

· The vendor provides clear plans about product updates in advance and works with institutions to provide support during upgrade periods.

ADA Compliance

· Per Board Policy 930 - Digital Accessibility Policy (PDF) the tool, integration or courseware must meet current standards for places of public accommodations under the ADA and the latest Web Content Accessibility Guidelines (WCAG) issued by the Worldwide Web Consortium.

· ADA compliance standards and clear information on how the standards are being met are publicly available.

· Materials are provided to both administrators and faculty, outlining how best to meet the guidelines while using the tool.

Confidentiality

· Per Board Policy 313 - Confidentiality of Student Records (PDF) the tool, integration or courseware must have appropriate safeguards for keeping student and college information confidential and private.

· Guidelines are in place to keep student academic and financial information safe. (describe briefly or provide link)

· Any student data is handled in a way that is FERPA compliant. (describe briefly or provide link)

· A detailed privacy plan is provided and includes information on how any RCBC data is used. (provide link or document)

· Students do not need to directly share any financial information to use the tool.

System Requirements

· Documentation of software specifications and system requirements are provided. (describe briefly or provide a link)

· Directions for integrating with Blackboard, BaronOne, and/or other systems at the college are available, including directions for LTI integration, if applicable.

· The tool is supported for use on multiple OS and/or Web browser combinations.

The easiest way to evaluate and document ADA compliance is to ask each vendor to provide you with a VPAT®. The Voluntary Product Accessibility Template has been around for quite a while and is very much a standard in the software world. Inability to provide one quickly would be a huge red flag. Once provided, you can look through it for potential issues. It's pretty easy to see if the vendor has noted any portions or features of their product that don't meet standards.

The easiest way to evaluate and document security/confidentiality is to ask each vendor to provide you with a HECVAT. The Higher Education Community Vendor Assessment Toolkit is a newer and less well-known tool. Inability to provide one quickly would NOT necessarily be a red flag, but the vendor should either offer to create one, or provide you with alternate means to confirm that information, data, and cybersecurity policies are in place to protect your sensitive institutional information and constituents' Personally Identifiable Information.

Before submitting any purchase requisition, it may be worthwhile to do a technical call between the preferred vendor and OIT.