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University Of Colorado Boulder: Department of Applied Mathematics

APPM Software Purchasing Guidance as of 9.18.26

Under Â鶹Ãâ·Ñ°æÏÂÔØBoulder's current software purchasing guidance, all software purchases - including one-time purchases and subscriptions - must receive an OIT ICT (Information and Communication Technology) review and approval before purchase. Below are the steps to follow in APPM. Please keep in mind, CU's processes are still evolving and this workflow may change as our guidance changes.

Purchasing Process

1. Check what's already available. Before requesting anything new, check the and Research Computing to see whether the software or tool you need is already available through Â鶹Ãâ·Ñ°æÏÂÔØor can be purchased through an existing Â鶹Ãâ·Ñ°æÏÂÔØagreement (e.g., Adobe Creative Cloud). If it's already available, follow the links in the catalog for accessing it rather than the steps below.

2. Submit an ICT review. If the software is not already available through CU, complete an ICT review, starting with Form A. Include the name of the software, specific version number (if relevant), the funding source, and the number of users/licenses needed. ICT review is required to be completed annually.

3. Follow OIT's guidance. OIT will let you know if anything else is required — this may include additional security reviews and purchasing approvals. Complete any additional steps OIT identifies before proceeding. This may involve contract negotiation and waivers from the respective campus approvers.

4. Purchase once approved. Once you have documented ICT review approval and any additional purchasing approval OIT has identified, you're cleared to purchase the software.

5. Submit for reimbursement or P-card purchase. Send your request for reimbursement or Procurement Card (tax-free) purchase to APPM's accounting team via the APPM Faculty Resources page. Attach the approval you received from the ICT review process, along with the usual transaction information. We are happy to talk through this process if you have questions.

AI Tools — Additional Guidance

If the software or tool involves AI, also review OIT's :

• AI implementation is subject to all applicable Â鶹Ãâ·Ñ°æÏÂÔØBoulder IT policies, standards, and guidelines.
• Use only AI tools approved and recommended by the Office of the Vice Chancellor for IT and CIO. Questions about access go to oithelp@colorado.edu.
• AI tool use is approved only for Public-classified data (see CU's ). The standard Â鶹Ãâ·Ñ°æÏÂÔØBoulder IT security contract provisions may not be in place by default. If you intend to share Confidential or Highly Confidential Information with an AI-based service (or any service), the service needs to be reviewed for compliance. Information shared with Generative AI tools using default settings is not private and could expose proprietary or sensitive information to unauthorized parties.
• Note that AI tools will likely require further security reviews than the standard ICT Review (Form A).

Key Contacts & Resources

This info sheet is a departmental quick-reference and does not replace official Â鶹Ãâ·Ñ°æÏÂÔØBoulder OIT or Procurement Service Center policy.