Description

Software Agreement / Contract Review

Before purchasing or signing any Information Technology related agreement, (which could include, software, e-subscription, AI tools, or hardware) Sacred Heart University requires a review to ensure alignment with university policies, security standards, and licensing requirements.

This review process helps identify risks, clarify responsibilities, and protect all parties by examining key elements of the contract or terms of service.

What We Review

Our IT Procurement and Security teams will review:

• Scope of Work – What products or services will be delivered?
• Licensing & IP Rights – Who owns the software or data? Are license terms acceptable?
• Data Privacy & Security – How is sensitive information handled (e.g., FERPA, HIPAA, GDPR)?
• Warranties & Support – Are functionality and uptime guaranteed? What if something breaks?
• Termination & Renewals – How can we exit the agreement? Is it auto-renewing?
• Compliance – Does the agreement meet university, state, and federal regulations?

Please Note:
To expedite all requests, we ask that the vendor provides a recent SOC 2 Type II report (from within the past 12 months) and/or a completed HECVAT (Full or Lite version) as part of the submission. These documents are required for all software or e-subscriptions that are hosted in the cloud.

You may request these directly from the vendor’s sales, support, or compliance team. If you're unsure who to contact or prefer assistance, we’re happy to reach out on your behalf — simply include a vendor contact or copy us on your email introduction so we can follow up directly.

How to Submit a Request

To request a contract review, please prepare one or more of the following:

• Scope of Work (SOW)
• Quote or Pricing Sheet
• Terms of Service / End User License Agreement (EULA)
• Contract or Agreement Document

Then click the "Request a Software Agreement/Contract Review" button at the top of this page to upload the document(s) and begin your submission.

Important Reminders

• Even if the software is free, if it falls under a project or planned purchase, you must still follow the review process outlined above.
• Don’t wait! Even if you don’t have all the details but know a purchase is being considered, please fill out the “Request a Software Agreement/Contract Review” to get started.

The timeline for completing a purchase varies and depends on:

• The complexity of the item or service being purchased
• The responsiveness of the vendor
• The internal review and approval process

Even simple purchases may take several weeks, and complex or multi-area projects may take months to fully complete. Starting early helps avoid delays.

Questions?

Email IT-Procurement@sacredheart.edu if you’re unsure what to submit or need guidance before you request a review.

We aim to respond within 1 business day, but full review timelines will vary depending on request complexity.