Software for Computer Labs Guideline

Software requests for university-owned systems may include the following:

  • Curriculum-specific software that may be used alone or in conjunction with textbooks
  • Add-ins for software such as Microsoft Word or Excel
  • Special templates and fonts 
  • Plug-ins for web browsers

April 14 is the deadline for requesting software and funding for inclusion in the Fall budget and classroom and lab images (after testing for compatibility is performed).. 

June 30 is the deadline for all software, documentation, installation, configuration, and testing instructions for departmental purchases.

Most campus software upgrades for the next school year are tested and installed during the summer, and begin with requests made during the Winter semester or earlier.

Licensing and Purchasing

ITS will consider the funding and purchase of software which is required for classes by more than one department. Cost-sharing with requesting departments may be necessary. Budget restrictions may limit the ability of ITS to purchase all software requested.

Software used for a specific class must be purchased by the department using it. All software applications must be properly vetted/licensed by ITS or the department prior to implementation. New software not funded by ITS must have the licensing documentation and media provided to ITS prior to installation. The department requesting the software installation is responsible for purchasing the appropriate number of licenses based on either student use or computer installation. Contact the Support Center, x4225 for information on lab usage statistics.

  • Individual licenses require the purchase of a single license for every computer where the software is installed.

  • Site licenses are a flat rate typically based on a scale of the total number of computers on the network (or based on FTE counts).

  • Lab packs are priced in groups based on computers within a single lab, such as 5, 10, or 25 computers.

  • Concurrent licenses require the purchase of a sufficient number of licenses based on estimates of how many users are actually using the software simultaneously at any one point in time, and generally are accompanied by license manager software.

Licenses do not need to be purchased for software that is already in the labs unless additional access for a limited-use program is needed.

Installation and Support

Users must inform ITS of any special details regarding configuration of the software, including instructions and participation for testing the software once it is installed. If these are not provided, the software will be installed using the default settings.

Although ITS will make every attempt to accommodate software requests, occasionally certain pieces of software will not work in the campus network environment. New software that is submitted for installation must be supported by the vendor under the current operating system. Users are encouraged to upgrade their existing curricular programs whenever possible. ITS reserves the right to remove software that is no longer supported under an operating system. ITS will install and configure the software, but cannot provide technical support for all software for all individual users. Users should contact the vendor of the software for technical support, as needed.

Please note: Computer labs use specialized software to protect the images from changes, to ensure consistent and reliable operating environments. Every reboot will refresh or revert to its original settings.

Textbook Student Software

Software licensed to students, often included with textbooks, or sold at a nominal fee (that does not require the computer to be rebooted) may be used at the owner's discretion. You are encouraged test the software on a classroom or lab computer, or contact ITS for testing.

NOTE: Some publishers do not allow student software to be installed on the campus computers because it is not owned by or licensed to the University. Be sure to contact the publisher to determine the nature of their licensing agreements before requesting that the software be installed on a campus computer.


  1. Determine location and number of seats needed. If this is a new request, include the approximate cost.

  2. Complete the New Software Request Form.

  3. If approved and funded, no further action is necessary until the testing phase. If approved but not funded, you will be notified and you must independently purchase the software and sufficient licenses, and then deliver the software and documentation to ITS by the announced deadline.

  4. Test the software prior to the first class period.

Related Services, Policies and Procedures


Article ID: 89113
Fri 10/11/19 10:23 AM
Wed 5/6/20 11:55 AM