Software Request

Use this service to request review of new or changing software before purchasing or using it at USD. Software is reviewed for security, accessibility, data governance, compatibility, licensing, and support needs.

Ready to get started?
Select Software Request on this page and complete the request form.

When should I submit a request?

Submit a Software Request when you are:

• Considering new software, an application, or a cloud/SaaS service
• Adding an add-on or integration to existing software
• Adding features that change how the software integrates with USD systems or uses university data
• Renewing software that requires its annual review

Before submitting, check the Full Software Inventory to see whether USD already has an approved or recommended solution that meets your needs.

What information will I need?

Have the following information ready before starting the request:

• Need or problem: What are you trying to accomplish?
• Users: Who will use the software and approximately how many people?
• Use: Is it for academic, research, or administrative purposes?
• Software type: Is it cloud/SaaS or installed on USD computers?
• Integrations: Does it connect with systems such as Banner, D2L, email, or other campus services?
• AI features: Does the product include artificial intelligence capabilities?
• Data: What type of USD data will the software access, store, or process?
• Licensing: Is it an individual, volume, site, or enterprise license?
• Cost: Estimated purchase or subscription cost.
• Department approval: Confirm whether your department has approved moving forward

Vendor documentation

Please obtain the applicable documentation from the vendor and attach it to the request:

• HECVAT 4 for the software security review. A SOC 2 Type II report is also accepted as an alternative.
• VPAT if the software will be used by more than 50 people or costs more than $2,500.
• Any available quote, support agreement, and terms and conditions.

Providing these documents when submitting the request can help avoid delays during the review.

Information to provide the vendor when requesting HECVAT and/or VPAT:

We are reviewing your software for use at our institution and would like to review your compliance documentation as part of our procurement and risk assessment process. Specifically, we are requesting the following:

• A completed HECVAT (Higher Education Community Vendor Assessment Toolkit), preferably the Full version.  SOC 2 Type 2 is an acceptable alternative.
• A current VPAT (Voluntary Product Accessibility Template) that outlines your product’s alignment with Section 508 and WCAG 2.1 AA standards.

These documents will help us assess your platform’s security posture and accessibility compliance in accordance with our institutional policies.

Please let us know if you require any additional information from our side to facilitate this request. We appreciate your support and look forward to your response.

What happens after I submit?

The following reviews will then occur after your software request is submitted:

• Whether an existing USD-supported solution already meets the need
• IT compatibility and required integrations
• Information security and data risks
• Digital accessibility
• Data governance requirements
• Vendor and USD support requirements
• Whether implementation requires a separate project

Click the Software Request button on this page to submit a request.

Software reviews help USD protect university data, meet legal and regulatory requirements, and make sure technology can be used securely and effectively by our campus community. USD’s review process evaluates security, accessibility, data governance, compatibility, and other risks before software is adopted or renewed.

Some of the key reasons for these reviews include:

• Accessibility and ADA requirements: As a public institution, USD must ensure that its digital services are accessible to people with disabilities. The U.S. Department of Justice’s Title II requirements specifically cover web content and mobile applications provided through contractual or licensing arrangements and establish WCAG 2.1 Level AA as the accessibility standard.
• Cybersecurity and cyberinsurance: USD’s cybersecurity insurance requirements include annual software reviews. Security reviews help identify risks involving university data, cloud services, authentication, integrations, and sensitive information before those risks result in an incident. 
• Protection of university data: Reviews help determine how software stores, processes, shares, and protects institutional or regulated data, including FERPA, HIPAA, PCI, financial, and other sensitive information.
• Responsible use of university resources: Reviews also identify existing USD-supported solutions, unnecessary duplication, integration requirements, support needs, and implementations that may require a larger IT project.

Bottom line: The review process helps USD choose software that is secure, accessible, compliant, supportable, and appropriate for university use.

Allow up to 8 weeks for the software review process. Requests requiring additional vendor information, security or accessibility remediation, integrations, or a larger implementation effort may require additional coordination.

For software renewals, the renewal purchase can proceed while the review is completed if the previous software review was successful.

Faculty and staff

There is no cost for this service

Terms of Use
Information Security Responsibilities