Purpose
To maintain secure, compliant, and up-to-date software for staff, faculty, and students at Mountain Empire Community College, the Information Technology Services Department requires specific steps for requesting, approving, and installing business software.
Scope
This procedure applies to all business software requests by staff and faculty. Requests for integrating software with Canvas requires completion of the "Canvas Third Party Tool Integration Request” located in the Teaching and Learning section of Team Dynamics.
Procedure Steps
- Submit a Software Purchase Request
- All requests for business software must be submitted through Team Dynamics via the Desktop and Mobile Computing service category. The Requests should include:
- Purpose and intended use of the software.
- Information on whether any Personally Identifiable Information (PII) for students, staff, or faculty will be entered into the software.
- Approval Requirements
- For Software Handling PII: If the requested software will process or store PII, the Information Security Officer (ISO) must review and approve the request to ensure compliance with data security standards.
- For All Software: CCIT will assess compatibility, licensing requirements, and security considerations before final approval.
- Purchase Authorization
- Once approved, the requester may proceed to order the software through an approved
- Software Installation
- After purchase, CCIT will coordinate the installation.
- Since administrative rights are required to install software, a CCIT technician will handle all installations on college computers.
- CCIT will document the installation in Team Dynamics, including any specific configurations required for compliance or security.
- Usage and Compliance Reporting
- CCIT will maintain records of all software in use to facilitate accurate reporting for audits and regulatory compliance. These records will be stored in Team Dynamic’s Asset Management.
- Users must notify CCIT by submitting a ticket through Team Dynamics, if any change to software use or handling of PII occurs after installation.
- Note on Third-Party Tools for Canvas Integration
- Faculty seeking to use software integrated with Canvas must complete the "Canvas Third Party Tool Integration Request" located in Team Dynamics.
This procedure aims to ensure responsible software usage, effective asset management, and compliance with security requirements.