Software Solutions
Campus-Wide Agreements
IT has successfully negotiated and implemented several advantageous agreements with major software vendors. Some programs, which involve site licensing, allow installing the software free of charge on all PCs campus-wide.
Software Assessments
Whether you're looking to download free applications, renew existing software, or purchase new additions for your library, initiating a software assessment request is the first mandatory step. We've streamlined the process to make your assessment journey effective and straightforward. Follow the steps below to initiate a request based on your specific requirements.
- Initiate Request
Send an email to IT Contracts Officer to kickstart your assessment request.
Useful Tip:
If the software you need is listed in the AUC Software Catalog, it can expedite the process. Visit the catalog to explore our recommended software list for informed purchasing decisions.
Documentation Submission
After sending the assessment request email, you'll receive a Software Assessment Request form. Complete the form by answering a few questions to assist us in the assessment process. The filled form will then be sent to the department head for approval.Important Note:
A. To be able to respond to you on time, ensure including accurate detailed information in the assessment form. Send an email to the IT Contracts Officer in case you have inquiries with the form questions.
Assessment Decision
Upon receiving the completed request form, our assessment team will review your request. Once a decision is reached, our IT Contracts Officer will share it with you, along with any related documents.
Important Notes:A. While assessing your request, additional information may be required. In such cases, our team will reach out to you or the vendor for the necessary details.
B. Once this technical assessment is completed, and in case your request is technically approved, this request will still need to undergo the usual procurement process and any other relevant department(s) involvement.
- AUC Legal Review and Approval
- AUC legal review and approval is required for all software purchases, whether online or via hardcopy contract.
- Documents required by and to be shared via email with AUC legal office:
a. For online purchases:
- Online site privacy/terms and conditions (or Master Subscription Agreement – MSA)
- IT approved Software Procurement Needs form
Once AUC legal approval is secured, the department’s financial manager or admin proceed with processing the payment according to AUC policy and procedures with all supported and approved documentation
b. For software purchases using a hardcopy contract
- IT approved Software Procurement Needs form
- Commercial register copy, not older than three months (local vendors)
- Certificate of good standing or equivalent document (foreign vendors)
- Vendor contract draft – soft copy, completed but unsigned
- Where vendors do not have their own draft/template, IT contracts can support with a template or one can be obtained from the AUC legal office. The template should be updated by both the department and the vendor and then forwarded to the legal office for review and feedback.
- AUC authorized signatory approval
Once the legal office approval is secured, all hardcopy agreements, have to be signed by the authorized AUC representative, which is either the AVP for Finance and CFO or the President.
- Note the below thresholds:
a. Total contract value up to $250k - AVP For Finance and CFO
b. Total contract value in excess of $250k – AUC President
- Documents to be shared with the signatory:
a. Action memo detailing the request
b. AUC legal approval (by email or initials on original agreements)
c. Two legal approved hard copy original agreements
d. IT approved Software Procurement Needs form
- Recordkeeping
Once the agreement is signed by AUC, secure the vendor’s signature and keep one original copy of the contract in the department; the other to be kept by the vendor.
- Payment Processing
Your department’s financial manager or admin proceed with processing the payment according to AUC policy and procedures with all supported and approved documentation.