The ETAC Educational Software Request Form must be completed for all educational and classroom technology prior to purchase.
Please note that the ETAC Educational Software Request Form must be completed and approved prior to submitting a request for a Contract Review.
When to use this request form:
This form is used to request the purchase of educational software and technology to be utilized by students in classrooms and labs. All requests will be reviewed by the Educational Advisory Committee (ETAC). All requests must be submitted prior to December 31st to be reviewed for the upcoming Fiscal Year budget process.
Third Party: if you’re requesting a third-party software for canvas, please complete the Application Integration Request Form.
*Please note that the ETAC Software request form must be submitted prior to submitting a vendor contract for review and purchase of software.
How to complete your request:
Before submitting the ETAC Software Request Form, please review the list of Currently Supported Software. If any of the software and technology options listed fit your needs, you may submit a ticket using the Classroom and Lab Computer Software Installation Request form.
If you need an educational software tool that is not listed, please continue with the ETAC Educational Software/Technology request form and be sure to include the following information:
- Requestor Name - Please use the name of the faculty member requesting this software if you are completing the form on a faculty members behalf.
- Product Details - Please be descriptive in your responses to provide the ETAC review team with a clear understanding of why this software/ Technology Solution is being requested.
- Scope, Impact, Effort and Cost - Please use the matrix below to determine the correct levels of scope, impact, effort and cost if your software request is approved.
Scope, Impact, Effort and Cost Matrix
The ETAC Software Matrix will be used by the committee as part of the determination to review the submission and the requestor's statements provided in the ETAC Educational Software/Technology Request Form.
Cost and Effort:
Amounts selected based on analysis of college applications/support contracts
High Effort / Cost:> $100k
There are approximately 10 college-wide applications that are in this category including Microsoft, Adobe, Canvas
- Significant vendor role – strategic and operational level vendor relations/management (Strategic partner)
- Multiple teams, major coordination
- Major Effort / Cost $50k - $100k
- There are approximately 12 applications in this category including Watermark, Zoom, Bloomberg
- Significant vendor role strategic and operational level vendor relations/management
- Significant cross-functional coordination
Moderate Effort / Cost $20k-50k
There are approximately 30 applications in this category: Kaltura, Linkedin Learning, SPSS, ALEKS Math Placement, Canvas Studio
- Known/minor vendor role
- Minor/some cross-functional coordination
Minor Effort / Cost $5k-20k
There are approximately 100 applications in this category: VoiceThread, Leganto, Nvivo
- Little/minor vendor role
- Little/minor cross-functional coordination
Low Effort / Cost <$5k
There are approximately 100 applications in this category: Padlet, Mentimeter, Kahoot, VR 3D Organon, Faronics Insight
- No/little vendor role
- No/little cross-functional coordination
Impact:
Amounts selected based on analysis of college applications/support contracts
High Impact:
Applications in this category include: Microsoft, Canvas, Zoom, Kaltura
- Significant usage across the entire college
- College-wide license
- A major level of integration with Canvas
Major Impact:
Applications in this category include: Watermark, Canvas Studio, Linkedin Learning, Leganto, Adobe, VoiceThread
- Significant usage in multiple schools, or cross-departmental.
- Major/moderate level of integration with Canvas
Moderate Impact:
Applications in this category include: Bloomberg, SPSS, ALEKS Math Placement, Perusall, Padlet
- Usage is limited to departments in a specific school (HSHP, Business, H&S, Music, Park Communications)
- Moderate/minor level of integration with Canvas
Minor Impact:
Applications in this category include: Nvivo, Mentimeter, Kahoot, TopHat
- Usage is limited to a single department, or several individuals from multiple departments
- Minor/little level of integration with Canvas
Low Impact:
Applications in this category include: VR 3D Organon, Faronics Insight, Slido, Pearson MyLab, Hawkes Learning, Cengage, Wiley
- Usage is limited to a few individuals within a department, or a single person
- Little/no integration with Canvas
Risk and Security
Major - High risk systems or data elements require a security evaluation based on information from the HECVAT (Higher Education Community Vendor Assessment) and Centralized Information Security Auditing.
More information on HECVAT and other security requirements can be found in the Information Security Assessment Process page
High Risk Data Elements:
- Social Security Numbers (SSNs)
- Financial Information (e.g. bank account numbers, credit card information)
- Health Records
- Student Records (e.g. grades, disciplinary history)
- Passwords and login credentials
- Research data (e.g. proprietary information, sensitive research subjects)
- Personal Identification Information (PII)
- Confidential communications (e.g. attorney-client privilege)
- Intellectual property (e.g. patents, trademarks)
- Payment Information (e.g. credit card transactions, payment history)
Review Process (Overview and what to expect)
The Education Technologies Advisory Committee will consider requests on a rolling basis. Requests received after January 1st are not guaranteed to be reviewed until the budget process for the next fiscal year begins, unless funds are available.
ETAC will review requests during their monthly meetings. If the committee has more questions about your request, they will reach out to set up a consultation.
Please allow 4 to 6 weeks for final approval. Once your request is approved, you will then move forward with the contract process.
Submission of an ETAC Request Form does not guarantee approval. Based on the ETAC Software Matrix, some requests may be reviewed and a recommendation forwarded to the CIO/Provost for consideration. While members of ETAC may recommend approval, the CIO and the Provost have the final say to approve/deny the request.
Software should be reviewed annually for usage statistics to help inform ETAC of potential needs, changes, or the discontinuation of under-utilized software. Findings may result in priorities that take precedence over individual/department requests.