Procurement: Request a Site License for Software

Overview

OIT surveys all faculty, staff, and students every year to determine their software needs.  Our software budget then covers the most popular and widely used software.  Before pursuing a site license for other software, consider calling the HelpDesk at (865) 974-9900 to see if the software that we license already can meet your needs.  It may be much easier (and cheaper) to learn a new software package than to obtain a new site license or server license.  See what software and applications are available from OIT.

Instructions

To obtain a new software site license, follow these steps:

1. Determine who is paying for it. If it's free and open-source or your department is paying, you're all set. If you're requesting Student Technology Fee funds, follow these guidelines. One option is to have your department pay for one or two copies on the Apps@UTK server. We can monitor usage, and if the software becomes widely used, you would have data to help justify obtaining funding from outside your department.
2. Purchase the software. If the cost exceeds a certain price level, this purchase will need to go through UT Procurement Services.  The process may take several weeks.
3. Get the contract signed. Most commercial software requires a signed contract which is reviewed by the UT Office of the General Counsel.  That review will likely entail changes that the vendor's legal counsel will have to sign off on. Plan for around six weeks for this one-time delay.
4. Get the site-licensed software into distribution. This might entail:
   • Putting PC/Mac software on the OIT Software Distribution site.
   • Providing it through the Apps@UTK server. 
   • If the software is cloud-based, it may require integration into our Single Sign-On (SSO) system, which allows members of the UTK community to log in using their NetID and password. (Please plan on a few weeks for this step.)