The University frequently enters into purchase agreements or license agreements to acquire software. Many of those agreements contain requirements concerning confidentiality and restrictions on disclosure and copying. In addition, federal copyright laws protect copyrighted software from unauthorized use or disclosure. Faculty and staff using the software should be aware of these restrictions and comply with the contract provisions and copyright requirements. Use of this form will help the University verify that persons using the software know about restrictions applicable to the use of such software.
The Software Request Form is completed in its entirety by the initiating department. All applicable quotes, terms and conditions, license agreements, vendor's security and privacy policies, attachments and exhibits must be attached to the shopping cart or email request along with completed form. Whenever possible, please obtain a Word document of the agreement directly from the vendor. The Office of Central Procurement requires a clean, unmarked, unsigned copy of the agreement. If you are submitting proposed changes, please do so in a separate copy of the agreement.
No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). See Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.
GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF Forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.
The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available to all Penn State students, faculty, and staff members, at no cost. Sign up for an Adobe Creative Cloud account at adobe.psu.edu. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.
If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support form request.
| Document: | Ultimate Distribution: | Retention Periods: | Disposition Method: |
|---|---|---|---|
| Original | Upload to Shopping Cart as supporting documentation for the transaction | Software contract term +4 years | Electronic document and data = delete from computer system and empty computer recycle bin |
| Copies of documents | Each user permitted by the software agreement | Software contract term +4 years | Electronic documents and data = delete from computer system and empty computer recycle bin |
The initiating department attaches the Software Request form to a shopping cart or an email per the directions at the end of the form along with the agreement and all attachments. Incomplete forms will be returned without processing
For questions, additional detail, or to request changes to this form, contact the Office of Central Procurement.
Office of Budget and Finance
Finance Office
308 Old Main
University Park PA 16802
Phone: (814) 865-1355
Fax: (814) 863-0701
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