Software/System Purchases
Involving Lewis-Clark State College’s IT team early ensures that new technology fits our campus ecosystem, protects sensitive information, and keeps us compliant with audit requirements.
This process applies to both new system/software implementation and renewals.
How the Review Process Works
1. Submit the Software/System Request Form
Start by completing the brief questionnaire: Software & System Request Form.
Tell us if this is new software or a renewal, who will use the product, what kind of data it will store or process, and your desired timeline.
All software will be reviewed annually upon renewal. Annual review ensures ongoing compliances and catches changes in controls or issues.
2. Initial IT Leadership Review
We evaluate the intended use, data classification, and how the product fits with existing campus solutions.
Low-risk, low-cost tools that do not touch protected data are typically approved quickly.
This review occurs every week on Tuesday morning. You will then receive an email with the results of the review.
3. Enhanced Vendor Assessment (if needed)
If the application handles confidential or restricted data (see classification categories), or integrates deeply with College systems, we request additional documentation from the vendor.
Use this template to send an email to your vendor contact to request the required documentation for our review. Please copy itapprovals@lcsc.edu.
Email Subject: Request for [vendor/product] SOC 2 Type II Report
Dear Vendor Security Team,
As part of our vendor security assessment process, we are requesting a copy of your most recent SOC 2 Type II report.
We are specifically requesting the report covering the current period, focusing on Security.
If a current report is not yet available, please provide a "bridge letter" (or gap letter) covering the period from the end of the last report to the present, confirming that no material changes have occurred in your control environment. Also please send a copy of the last report.
Please let us know if you require a Non-Disclosure Agreement (NDA) to be signed before sharing this report.
Thank you for your assistance in ensuring our continued partnership and data security.
Sincerely,
4. Decision & Next Steps
Once reviews are complete, IT will issue an approval, request modifications, or recommend an alternative solution.
Your Role
Plan ahead – Start the form as soon as you begin exploring a purchase or renewal.
Provide details – Accurate information accelerates our review.
Stay engaged – Respond promptly to follow-up questions so we can meet your timeline.
Questions? Contact the IT Help Desk at helpdesk@lcsc.edu or 208-792-2231.
Partnering with IT from the outset helps protect College data, saves money, and delivers a smoother experience for you and our students.