Software and App Purchasing Guidelines

Step 1: Submit your request to Privacy Office.

If your department is contemplating a new software or is making a significant change to an existing program that involves personal information, a Privacy Impact Assessment (PIA) should be completed.

The first step is to complete and submit a PIA Needs Analysis Questionnaire. The Privacy Officer will determine whether a PIA is required.

If a PIA is determined to be necessary, please allow 4-8 weeks for this to be completed.

Changes made by the provincial government regarding Privacy Impact Assessments (PIA), and guidelines for IT Security now require Universities to review all software for security, privacy, terms & conditions, and compliance. Any questions you have regarding Privacy can be directed to Privacy.Officer@viu.ca.

Step 2: Submit your request to IT

All software accessed on a VIU device must be assessed by IT. IT is responsible for ensuring that all software accessed on a VIU device:

• Is compliant with legal software licensing provisions. Non-compliance poses significant risks and liabilities for the University. Thus, it is crucial that we hold and keep records of appropriate licenses for ALL software utilized and strictly adhere to the conditions stipulated in these licenses. Ensuring compliance safeguards the University from the potential legal consequences and substantial penalties that could arise from any violations.
• Is compliant with security standards. Security standards ensure that proper measures are taken to protect VIU's data from unauthorized access, theft or modification as well as making certain that interactions between existing and new software is secure and does not compromise the integrity of VIU's data. They also reduce the likelihood of introducing vulnerabilities that could be exploited by attackers and keep VIU protected against emerging threats.
• Is compatible with other VIU technology standards and configurations. VIU is a complex technology environment. We have to comply with a large number of vendor and industry standards as well as ensure compatibility with our infrastructure and devices.

Also, per the VIU procurement agreement, we are obligated to give our software procurement vendor the opportunity to provide us the software if they can meet our requirements.  IT will query the vendor and determine if they can source the item and provide you with a quote.

Ensure to include the required information (see below).  Once the IT Software team receives your information, they will let you know when you need to start the next step in the process (step 2).

You can submit a ticket from our support portal or e-mail ithelp@viu.ca. 

Step 3: Submit your request to Contract Services

All contracts and agreements must be reviewed and approved by the Contract Services department prior to purchase. This includes the Terms of Service (end user license agreements) required to use the software.

NOTE: If a term in the contract says that VIU will “indemnify” or "hold harmless" the other party, or VIU accepts all legal liability in the event of an act or omission by VIU, this is an indemnity. Under agreement with the Province of British Columbia, VIU must send all contracts containing an indemnity given by VIU to the University, College & Institute Protection Program (UCIPP) for review.

For Contract Services and related enquiries, contact Contract Services.

Step 4: Purchase your software through Procurement

Any software that has a cost must be procured through the regular Procurement purchasing process and a purchase requisition must be entered in the Unit4 Finance system.

See the Purchasing Guidelines section below.

Any software that has a cost must be procured through the regular Procurement purchasing process and a purchase requisition must be entered in the Unit4 Finance system. The information below will help guide you through the VIU Procurement process.

NOTE: You must have completed steps 1 through 3 above PRIOR to purchasing your software.

How to create a requisition:

For information on how to create a purchase requisition see FIS Procurement training.

The software supplier must be in the Unit4 finance system.  If the supplier is not in the system, a Standard Supplier Setup and Maintenance form must be completed by the supplier and submitted to the Procurement team prior to purchase. The Standard Supplier Setup and Maintenance form can be found here.

Documents to attach to requisition:

Required

• Quote for software
• E-mail approval from your Chair, Dean or Manager (include the Work Order number your department uses for software purchases)
• E-mail/ticket approval from IT

If applicable:

• Approved contract or agreement signed by both parties
• Indemnity approval
• Privacy Impact Assessment (PIA)
• Single Source Justification Form

Please be sure to quote the ticket number on the requisition to avoid delay.

For Procurement services and related enquiries, email: ProcurementServices@viu.ca

Software is a restricted purchase and must not be purchased using a PCard without prior approval from Procurement and IT.

Purchasing Card Manual

Purchasing Card Uses Not Allowed:

• Computer hardware including PCs, laptops, monitors, and any other IT related item
• Computer software

University computer labs encompass a diverse array of hardware configurations and operating environments. While we will do our utmost to ensure smooth software installation, it is crucial to acknowledge that achieving compatibility on every lab system can be challenging.

Our team invests significant efforts in testing and deploying software to cater to the majority of lab setups. Nevertheless, due to the inherent differences among computers, we cannot guarantee that every piece of software will function flawlessly on every system.

If you would like to request an institutional license, submit a ticket with the details. and a member of the IT team will contact you with next steps.  This type of request can be a lengthy process.

Upgrades and additions are time-consuming and limit access to students while occurring, they can only be done during non-peak hours.  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.

Lab software is typically only upgraded during the summer semester.  It is the responsibility of the instructor or lab technician to submit a request in advance if an upgrade or update is necessary.

Shareware and evaluation copies are not licensed for use in our computer labs and cannot be installed.

Acquiring licensing often takes several weeks, particularly if the purchase has a funding request or requires a Privacy Impact Assessment.

If software interferes with existing programs, is improperly licensed or causes security concerns, IT reserves the right not to install specific software programs.

It is assumed that instructors are knowledgeable with the features and functions that they will require for their classes. Instructors are thus responsible for testing all application features.

IT does not provide training.

Class Location Changes

IT is not able to install all software in every computer lab.  If your class location is moved and the required software is not in the new space, please let IT know immediately of the change and of any software that needs to be moved to another lab.  This may not always be possible depending what software is installed in the new space already.  Please do not wait until just before classes start.

There are a number of problems that can occur when installing software into a lab environment:

• Software is sometimes designed for an older operating system.
• Software is not always designed for a multi-user, virtual environment.
• The new software may not be fully compatible with existing software programs.