Purchasing or requesting software

Software that is currently available at UQ is listed in UQ's Standard Software Catalogue, and you must check the catalogue first before obtaining additional software.

The standard software catalogue also provides information on purchasing, installation, and usage restrictions. If you can’t find the software you need in the catalogue, read the information below to acquire additional software.

Check the Pre-approved Software List (staff login required) to confirm if the software you require has already been reviewed and approved.

If the software you require appears on the Denied Software List (staff login required), please submit a request following the steps below if you have a particular requirement for using this software.

Requirements for obtaining new software

You must comply with UQ’s Software Acquisition and Use Procedure, and the ICT Procurement Framework (PDF, 620.6 KB) when obtaining new software. This applies even if the software is free or cloud-based (e.g. via web browser). Specifically, the following requirements apply:

You must use the low-risk licence review checklist (DOCX, 86.7 KB) to review any software terms and ensure that they are fit for purpose. This form is to help you identify any legal risks.
Software terms are contracts, and only the appropriate Contract Delegate or Sub-Delegate can accept software terms for UQ. Submit your new low value software procurement request using the Software Procurement web form (staff login required), so that ICT Licensing can review and approve for you.
NOTE: If the software you are requesting is already on the Pre-approved Software List (staff login required), you don't need to submit a new request.
For any software contract that requires signing, please use UQProcure and submit your request to the appropriate ICT contract delegate for signing.
For software purchases over $50,000 (ex. GST), please use UQProcure to submit your request.
You must comply with all usage restrictions, licence conditions, purchasing and installation requirements for any software that you acquire.

For any general guidance, support and licence deployment for software, please submit an IT request.

If acquiring new software, ITS Customer Support Services (or local IT support) will not be able to provide user support (e.g. how to use the software) unless this is agreed and resourced during the procurement process.

Additional instructions for requesting software are listed below and are dependent on the type of software you need.

Request a quote from UQ’s preferred software suppliers

You can request a quote for individually licensed software, which is software that is installed locally on a device.

You can request a quote if:

the software is listed as ‘request a quote’ in the ‘purchase’ column of the Standard Software Catalogue, or
you need to acquire individual licences for software outside the Standard Software Catalogue.

Complete the Request for Software Quote Form (PDF, 883.4 KB) and follow the instructions below:

If you're using Safari, click on the link above to fill out the form in your browser.
If you're using Chrome, Firefox or Microsoft Edge, download the form and open Acrobat Reader or Acrobat Pro to complete it.
Once complete, submit the form by selecting the 'Click to submit via email' button, which will send it as an attachment to our software supplier.

Provide as much information as possible in the form to help the supplier give you a quote for the correct software licence.

Once the supplier has provided a quote, you (or your department’s finance offer) can raise a special request purchase in UniFi. Include these details in your UniFi order:

account code 700980
the software product part number or SKU (stock keeping unit) in the 'Supplier Item ID' field
the product name, edition (Standard/Pro/Premium) and version number, such as 'Dragon Naturally Speaking Premium 15' in the 'Item Description' field
these details in the 'Additional Information' field:
- the names of the staff members who will use the software
- the computer names where the program will be installed
- a contact phone number.

If UQ’s preferred suppliers cannot provide the software you need and ITS Licensing has confirmed that a site licence doesn’t already exist, visit the Projects with IT Requirements page, and follow the instructions. A Relationship Manager or Local IT Manager will review your request and help you to prepare an IT project proposal if required.

Requesting software for widespread use

To request software for widespread use (such as all professional staff, or all teaching staff and students), visit the Projects with IT Requirements page and follow the instructions. A Relationship Manager or Local IT Manager will review your request to see if UQ already has a solution that meets your needs.

If new software is required, your Relationship Manager or Local IT Manager will help you:

prepare and submit an IT project proposal if required,
comply with all relevant UQ policies and procedures while obtaining new software, and
meet any relevant IT project or procurement requirements.

Requesting cloud software

Cloud or SaaS (Software as a Service) software is hosted via remote external servers and accessed through a web browser, instead of locally on your computer. These are also known as web-based applications.

To request cloud software (including free cloud software), visit the Projects with IT Requirements page and follow the instructions. A Relationship Manager or Local IT Manager will review your request to see if UQ already has a solution that meets your needs. If new cloud software is required, they will help you:

consider the requirements and tasks the software is needed for,
prepare and submit an IT project proposal if required,
comply with all relevant UQ policies and procedures while obtaining new software,
classify information to be stored in or accessed by the software (read more about information classification),
complete and submit the cloud services cyber security checklist (XLSX, 38.7 KB), and
meet any relevant IT project or procurement requirements.

Cloud and cyber security

Each cloud application provides a different level of cyber security protection. Certain applications may not meet UQ’s cyber security requirements. ITS will use the completed cloud services cyber security checklist (XLSX, 38.7 KB) to carry out security assessments and determine whether the cloud solution meets UQ’s cyber security standards. Read more about using cloud applications safely.

Requesting software for virtual labs via the UQ Digital Workspace

The UQ Digital Workspace enables approved staff and students to access certain software (for teaching and learning) using any device, from any location with an Internet connection (including UQ computer labs).

View the list of software available via the UQ Digital Workspace.
Visit the UQ Digital Workspace web page to request access to existing software, or request new software for the UQ Digital Workspace.

Purchasing software with your UQ credit card

Some software can only be purchased by credit card, although this is not UQ's preferred method.

A software credit card purchase follows the same rules for obtaining new software as noted at the top of the page. If the new software purchase is cloud based, the Requesting cloud software section should also be considered. Using a credit card does not exempt you from following the software procurement process.

If you need to make a credit card purchase, you must record the following details in the ICT Contract and Procurement brief (DOCX, 97.6 KB) (unless provided in the quote) so the purchase can be recorded in UQ’s software asset management system:

account code 700980
the software product part number or SKU (stock keeping unit)
the product name, edition (Standard/Pro/Premium) and version number, such as 'Dragon Naturally Speaking Premium 15'
the software serial number (if applicable)
the number of licences required
the names of the staff members who will use the software
the computer name/s where the software will be installed.

When you (or your department’s finance offer) reconcile the credit card transaction in the ProMaster Expense Management System, you must also enter:

the software product details (items 2-4) in the 'Description' field
all other details (items 5-7) in the 'Purpose' field.

Purchasing or requesting software

Requirements for obtaining new software

Request a quote from UQ’s preferred software suppliers

Requesting software for widespread use

Requesting cloud software

Cloud and cyber security

Requesting software for virtual labs via the UQ Digital Workspace

Purchasing software with your UQ credit card

Requesting help or advice

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