Buying software - contracts approval checklist

When purchasing or renewing software / applications there are minimum standards that MUST be met to ensure the university meets all its internal policy and legal requirements. To help you through this process, you will need to fill in the Contracts Approval Checklist. Please check you have all the information you need before starting.

This applies to all software applications or services both locally installed and externally hosted e.g. web services / Software-as-a-Service (SaaS) applications including free of charge.

What information is needed for the contract's checklist?

For software / services which store classified data

For software / services which have a web interface

Why do we need to do this?

The University has a duty to ensure that all software and services meet our legal and other policy requirements in areas such as:

Renewals of our existing services are included in this process. This is to enable the University to complete regular compliance checks on the services provide by our current suppliers, as the standards that we need to deliver do change over time.

High level process breakdown

Stage 1 Approval contract information security checklist

Everyone needs to fill in a Contracts Approval Checklist

Demand - once the security and governance checks have been completed, a purchase order route will be recommended. Either: 

Stage 2 approval (if required)

Purchasing via a tender process, or contract initiator, to send the required documents to the IT Contract Manager to present to the Contracts Assurance Group. 

IT Coordinator to pre-check request and add to approvals tracker for IT Exec Leadership Team (ELT) / IT approval

Stage 3 approval (if required)

Request submitted to ELT. Designated member of Contract Assurance Group to present request to ELT for final approval and signatures


Formal decision given back to the requester by a member of the Contracts Assurance Group.

High level process breakdown, as described in the previous text

Contact details

Question & Answers

  1. I have had this software for a long time, why do I need to follow this process?
    • The process for purchasing software and services has changed in line with University policy as a result of changes in the legislative and legal requirements placed upon the University in areas such as data protection, web accessibility and information governance.
  2. It’s free software, what do I need to do?
    • You still need to complete the checklist. Even free software may store personal or otherwise confidential data or require integration with other systems. Some software is only free for personal users, so use within a University would be outside the terms of the contract.
  3. I need to purchase some software or a web service for learning and teaching. Do I still need to complete the form?
    • Yes. Before you complete the form you must also seek approval from the Digital Education Service via this link.