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Software Licensing - Acquiring Software

Purchasing Software for Yourself

Find available software in the Software Catalog, which will tell you how to acquire it. If the software is not found in the Software Catalog, and you cannot find similar software that already exists in the Software Catalog, review the Prospective Products list. You may also find academic pricing on common software through OnTheHub, even if it is not CU-sponsored software.

If the software you need is not on any of the sources listed above, see the Purchasing campus software for multiple people section.

software procurement for students flowchart
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Purchasing Campus Software for Multiple People

Department purchasers who need multi-user software should first check the Software Catalog and Prospective Products list to see if the software they need, or a similar product, is already available to campus. (If you know of software in use on campus that should be added to the Software Catalog, please contact us!)

If the campus does not already have the software you need, and you intend to purchase it, review the Impact, Resource, and Risk criteria below:

  • Software agreement requires a signed contract. (A click-through EULA does not apply.)
  • Requires a campus license administrator or single point of contact for the license agreement.
  • Requires OIT setup or management, such as a license server, cloud-based license management console, or end-user IdentiKey authentication via Active Directory or other method.
  • Requires data from other CU systems.
  • Costs over $10,000 annually or one-time.
  • Will be used by at least 20 users, or more than one department.

If the software will meet ANY of the above criteria, contact OIT Software Licensing for next steps as OIT may need to manage the contract and the acquisition, or OIT may approve you to purchase on your own. Please note that the PSC may redirect your purchase requisition to OIT for approval if it meets the above criteria.

If your desired software does not meet any of the above criteria for review, purchase it. The preferred purchasing method is with a university Purchase Order via the CU Marketplace and you may work with your procurement liaison to create it. If you prefer to have OIT manage the software acquisition and license, you can contact Software Licensing for assistance. OIT’s criteria for managed software is generally limited to the following, due to staffing capacity:

  • Software should be multi-user; unique single user software requests are not within OIT’s capacity at this time.
  • Software should cost over $5,000 and/or be licensed for at least 20 users/seats
  • Software has complex licensing rules and may be considered high risk due to specific compliance terms or data classification.
  • A collaborative cost-sharing agreement between multiple departments exists or needs to be created.
software procurement for departments flowchart