Polices: Computer Software Purchases

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Computer Software Purchases

Policy Number: 512

Categorized: Information Technology

Responsible Office: VP of Instructional and Information Technology

Subject: Policy and procedures governing the purchase of computer software

Related Policies: VCCS Technology Purchasing Policy, COV Procurement policy, NOVA Purchasing Policy and Procedure

Forms: Media Processing Services Internal Request Form, Centrally Funded Software Request Form (updated annually)

Additional Information: Acquiring New PC Software

Effective Date:

Last Reviewed Date: 10/04/2017


1.0 Scope

This policy applies to all computer software purchases for use at the College.

2.0 Policy Statement

Information Technology supports college owned computer software in ways that meet the college’s strategic priorities and support the mission of the college. All software, including hosted software, must be purchased through Media Processing Services (MPS). All hosted software involving Personally Identifiable Information (PII) must have the VCCS Non-Disclosure Agreement signed by the vendor and the NOVA data owner. Any exceptions must be approved in writing by the Vice President for Instructional and Information Technology. All computer software purchases must have the prior written approval of the Vice President for Instructional and Information Technology. Only the Vice President for Finance and Administration or his/her designee can sign software license agreements on behalf of NOVA.

VCCS policy requires that software is not more than one generation behind the current version. Exceptions for bona fide instructional or administrative purposes, such as computer workstation repair programs, must be documented and approved by the Vice President of Instructional and Information Technology.

3.0 Definitions

Computer Software: the general term for organized collections of computer data, programs, code and instructions that are used to run applications.

Hosted Software: software that is installed, stored and accessed entirely on a remote (non-NOVA) server or location.

Personally Identifiable Information (PII):any data where the unauthorized access, loss, misuse, modification, or improper disclosure could negatively impact the ability of the college to provide benefits and services to its students or could compromise the privacy of an individual’s records. This includes, but is not limited to, personally identifiable information outside the scope of the college’s directory information policies; social security numbers; personal financial information; sensitive plans and procedures; personnel records; individual student records; and student grades. May also be referred to as sensitive data/information.

4.0 Procedures

  • Individuals or departments should obtain a quote for the software they wish to purchase. In some cases, they will need to work with the local IT manager to obtain the quote.
  • The requesting individual/department should complete the Media Processing Services Internal Request Form, attach the quote and submit it to Purchasing for processing.
  • Media Processing Services will obtain the approval of the Vice President for Instructional and Information Technology prior to any purchase being made.
  • Depending on the nature of the software, additional forms may be required. These include the NVCC Contractor’s Addendum, VCCS Non-Disclosure Agreement, Security Protocols, and/or SOC2 audit results.
  • Some purchases may require additional processing or approvals under existing procurement policies and procedures (i.e., Quick Quote, VCCS approval, sole source vendor, purchases in excess of single quote limits, etc.).
  • All purchases are subject to the availability of funds.
  • Departments are responsible for maintaining and/or updating licenses as necessary.

5.0 Authority

VCCS IT Procurement Policy

Chancellor’s Technology Expectations (2016-2018)

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