Software Request

Software is an essential part of our daily work and teaching. Since most software is now delivered as an app or through a website (cloud software), this introduces both IT security and accessibility risks, such as potential exposure of university data and barriers to users with disabilities. To ensure proper review for security and accessibility, please click the Software Request button on this page to submit your software for evaluation before use.

Before submitting a new software request, please check the university’s existing software inventory to determine if there is already a preferred or approved solution that meets your needs. Utilizing available resources helps ensure efficiency, compliance, and cost-effectiveness across campus.

When is a software review needed? A software review is necessary for any new software you plan to use, whether it is installed on a device, accessed through a website, or delivered via the cloud. Additionally, all previously approved software must be reviewed annually to ensure ongoing compliance.

Vendor provided self-assessments used to complete the software review.  Some vendors provide these on their website, other only provide them by request:

• HECVAT (Higher Education Cloud Vendor Assessment Tool): Required for the IT security review of any software or service that stores/uses university data or is considered cloud software.
• VPAT (Voluntary Product Accessibility Template): Needed for the Office of Accessibility to evaluate the software’s compliance with digital accessibility standards for software or services with a user interface.

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.

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

• Duplication with existing standard software the university already owns
• Will the level of effort to implement software require a Project Request
• IT compatibility with existing systems
• IT security risk assessment
• Digital accessibility assessment
• Data governance assessment
• Support level provided by vendor and USD

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

When should you submit a new request?

• Introduction of new software on campus
• Introduction of new add-on or integration to existing software on campus
• Expanded use (e.g., licensed for single department and now expanding to campus wide or multiple departments)
• Change in features (e.g., new features that change the scope to include new integrations or loading user data that wasn't previously loaded)
• Software must be reviewed annually to ensure we stay compliant with security and accessibility regardless of cost (including free software)

By reviewing your software request USD will identify:

• Existing standard software the university already has that performs the same or similar function to the requested software
• Integration required and compatibility with existing systems, such as D2L, Office 365, Banner, or single sign on using your USD login
• Data security concerns on how the vendor handles our data
• Digital accessibility issues
• Support levels expected from the vendor or required by USD

Expect up to 8 weeks to complete

Faculty and staff

There is no cost for this service

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