Overview
A new, streamlined process for software acquisitions is being implemented across the CSU System to improve clarity, efficiency, and compliance. The soft launch began March 31, 2026 for Student Affairs, College of Liberal Arts, and College of Engineering at CSU in Fort Collins, as well as the Division of IT. The new software acquisition process will become mandatory for all CSU System units on October 1, 2026.
While all software purchases can benefit from the updated process, only requests over $10,000 or involving Level 3 or Level 4 data are required to use it. This applies to both new purchases and renewals. Approval must be obtained each time qualifying software is renewed.
Before beginning this process and requesting something new, review the software inventory to find information about existing software available to students, faculty, and staff. The inventory includes licensing details, eligibility, terms, and operating system compatibility.
Why this matters
The software acquisition process,
- Ensures required reviews for security, accessibility, and procurement are completed
- Improves communication and transparency throughout the purchasing process
- Creates a consistent, predictable experience for requestors
- Reduces duplicative or redundant reviews, saving time and effort
Request Form
Submit potential purchases through the software request process for an initial determination of reviews required for compliance.
Quick Guide
Review the quick guide to learn more about the software acquisition process at CSU, when to use it, and the steps requests go through.
FAQ
Get answers to frequently asked questions about the software acquisition process at CSU.
How the process works
- The requestor identifies business needs and talks to local IT team.
- The requestor submits the software request form.
- The committee will do an initial review and identify any evaluations required for accessibility and security.
- The requestor collects required documentation to be reviewed and make a determination.
- If approved, the requestor will submit a requisition in Kuali and attach the approval documentation. Requisitions without the required approval may be rejected.