This page will attempt to clarify some of the most frequent questions we get in IT regarding software at VIU and outline the process of acquiring new software applications for business or educational purposes. In addition there are links to helpful resources to guide you through the software request process, guidelines for PCard software purchases, and frequently asked questions.
Defining Terms: What is Software?
What is or isn't software can be tricky to define precisely. Simply put, it's anything on a computer that isn't hardware; The parts of a computer that are tangible and can be touched. This ranges very broadly from the Windows or Mac operating systems that co-ordinate the basic functions of computer hardware to "Software as a Service" (SaaS) or online applications that may require a membership (like Netflix). Think of it like this:
- Owning Software is like buying a car. Large up-front cost, you own a product.
- Membership or "Software as a Service (SaaS)" products are like leasing a car. Ongoing payments for use, but you don't end up owning anything if you cancel.
Options will vary as far as costs and obligations, but as long as it is software, the rules below apply.
What software is standard on all VIU provided computers?
Beyond the applicable operating system and the suite of applications that come along with it, the following applications are installed by default when a new computer is provided for VIU employee or student use:
Click here for a list of VIU's default software installed on all computers
- Adobe Acrobat Reader DC - PDF Reader
- Alertus - VIU Safety Alert System
- Firefox - Web Browser
- Google Chrome - Web Browser
- Microsoft Edge - Web Browser
- Microsoft Office
- VLC Media Player
- 7-Zip
- Audacity
- Blender
- Gimp
- NotePad++
- VLC Media Player
- Yuja
- Global Protect VPN software is also provided on VIU-provided laptop computers issued to employees.
What Microsoft Office / M365 Applications are available to VIU employees and students?
Active employees and enrolled students are entitled to a suite of Microsoft productivity software. Details on these entitlements can be fou8nd below:
What other software is available to me as a VIU employee or student?
VIU maintains licensing for a wide variety of software applications that are installed in certain specific locations or can be requested on an "as-needed" basis. The process will vary depending on whether the requester is an employee or a student.
The software I want isn't on any of the above lists. What next?
As an educational institution, VIU is under heightened scrutiny and held to higher standards for security and privacy than would be applied to an individual user. The software that we use for business or educational purposes needs to be reviewed and approved accordingly.
The link above outlines the process to submit a Privacy Impact Assessment (PIA) and then have the requested software reviewed by VIU IT for security and compatibility purposes. Both of these steps must be performed before any new piece of software can be used for business or educational purposes at VIU.
Where can I find the link to the Privacy Impact Assessment (PIA) Questionnaire?
Why do I need to perform a PIA and where can I find more information on the Process?
When VIU considers a new process, program or technology (such as purchasing new software, changing a process or using new technology) that will involve collecting personal information, it must complete a Privacy Impact Assessment (PIA). A PIA is a way to ensure that new projects comply with FIPPA and carry an acceptably low risk of personal information being unlawfully used or disclosed.
The PIA process involves collecting and analyzing information about a project including:
- The amount and type of personal information collected
- The means by which it is collected and how it will be used; (in hard copy, on servers or using cloud-based technology)
- Where it will be stored (on campus or within Canada or not)
- The circumstances under which it can be accessed, corrected or deleted.
VIU’s Privacy Impact Assessment Process provides guidance in determining whether a PIA is required. It includes the University’s PIA Needs Analysis Questionnaire to assist in determining whether a PIA is required and a Guide to Completing a Privacy Impact Assessment which includes a PIA template.
Can I purchase software on my PCard? What do I need to know?
Purchase orders processed through VIU's Procurement team are the preferred way to acquire new software that is needed for University use. There may be cases where a credit card is required for a purchase, and in these cases, all of the same process outlined above will need to be followed.
Regardless of the purchase method , no software should be installed on VIU-provided computers without the following steps being completed:
Failure to do so before using a PCard to purchase software may result in suspension of PCard privileges.
I need new Software in a lab for an upcoming class. What do I need to know?
New software for teaching in a lab environment requires the same processes for Privacy vetting and procurement as outlined above. Additional delays may be incurred due to the fact that IT will need to be able to access the lab and possibly make it unusable during the installation and testing process. Due to these considerations, we recommend that anyone considering a software purchase or implementation of currently available software for deployment in a lab the does not currently have the software required submit a ticket to ithelp@viu.ca as soon as the room is booked for the class.
A list of software already installed on lab computers and sorted by lab location is here: https://ithelp.viu.ca/TDClient/169/ITPortal/KB/ArticleDet?ID=14532
Lab software update and installation requests are typically handled by IT during the summer semester to minimize disruption. Acquiring licensing and performing a PIA both will add several weeks to the time line. We request a minimum of 6 months in advance of your anticipated date. Ideally as soon as soon as you schedule a course in a computer lab, a ticket should be submitted to ithelp@viu.ca requesting the necessary software.
Frequently Asked Questions
- Can I install privately purchased or "free" software on a VIU provided computer?
No. All software installed on VIU-provided computer hardware must be vetted for security, compatibility, and privacy concerns prior to use.
- What happens to my software access when I leave the university?
Software purchased by and licensed through VIU is for active employees only.
- Can software licenses be transferred between departments?
No At this time, a requirement for a piece of software currently licensed for another department's use would be treated as a new software request and should follow established procedures outlined above.
- Will VIU IT install software for me?
VIU IT can only provide installation help on VIU-provided equipment. VIU IT cannot install or troubleshoot software on a personal computer.
- Who provides technical support for different software types?
This should be arranged with the software vendor prior to purchase. VIU IT can only provide "best effort" support on the wide variety of software platforms available today, and detailed questions should be directed to the subject matter experts in this case; the software vendor.