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Aquia Data Center
George Mason University

Software Procurement Process

Important Information to Understand 

  • Only designated individuals can agree to contracts on behalf of the university and all software licenses, including click-through agreements, are considered contracts.  Normally, this will be your departmental fiscal tech for purchases under $5,000.
  • Free software that has a license agreement ( except open-source software) still must be vetted through this process.  
  • Any agreement that avoids the formal review process, including click-through agreements, will be the responsibility of the individual making the agreement and not George Mason University.

Before Purchase

  1. Contact the Director of IT and Security to begin the process.
  2. Ask the vendor for a copy of the End User License Agreement (EULA) or licensing terms, the Export Control number (ECCN) and Voluntary Product Accessibility Template (VPAT) if applicable.  They may have a special EULA for state or government clients, be sure to ask for one. 
  3. If the ECCN number is anything but EAR99, forward to the Export Control office to discuss implications and whether or not you will be able to use the software.  EAR99 software is safe to install on Mason computers which will remain local.
  4. For purchases under $5,000, ask the vendor to sign a contractor's addendum which will eliminate most probable issues with the contract.  If the vendor won't sign the addendum, forward to purchasing and ask them to work with the vendor to secure mutually acceptable terms.
  5.  While working on the licensing, all software (before purchase) must also be reviewed by the Architectural Standards Review Board (ASRB).  Contact the Director of Information Technology and Security who will help coordinate with the ASRB.   Often software intended for the use of one faculty member will not need to be reviewed by the ASRB.  All information should be provided to the ASRB including the VPAT if one exists.  
  6.  Once the addendum is signed or a mutually acceptable EULA or license is approved and the ASRB has reviewed (or declined to review) the software, submit your purchase order to purchasing.