UBCO Computer Labs – Software Requests

To request that software be updated, or new software be installed, please submit a ticket to the UBC Self-Service Portal for assistance.  IT will consult with you on the software licensing options for your chosen option, and Procurement will aid in purchasing, signing license agreements and tracking renewal dates for subscriptions where applicable.

To ensure that software requests are processed prior to required first-use date in class, please refer to the section below outlining the process steps requiring your attention: timingcompatibilitytesting, and licensing concerns which need to be addressed.


To minimize the impact on existing classes, and to accommodate other existing work scheduled by UBC IT, the following table outlines the deadlines for software to be purchased and acquired in order to guarantee installation by the term start date

Enrolment Services publishes the academic schedules starting May for the academic year staring September. IT will require the lab classroom assignments to ensure installation matches course schedule.

Semester Deadline

W1 – September through December July 1st
W2 – January through April November 1st
S1 – May/June  April 1st
S2 – July/August  June 1st

Requests received outside of these timelines will be dealt with on a best-effort basis. UBC IT Okanagan will not be held responsible for delays resulting in late submission of software installation requests.


Software requested must be compatible with the operating system and hardware provided in the lab.  In addition, software titles sometimes encounter conflicts with other software titles already installed. Testing is the responsibility of the requestor.  IT will work with you to resolve any issues, and/or work with academic scheduling to make necessary changes if absolutely required.


The requestor or designate is responsible for fully testing the software with its intended functions (class labs, assignments, etc.) to validate successful operation.  IT does not provide how-to support in the use of software titles, but will assist with any errors or issues encountered in using the software.  We recommend scheduling time in the lab to test the software to ensure intended functionality.

The requestor or designate is required to test the software once it has been prepared and deployed. The requestor will ensure the software is configured as required and meets expectations. Once tested, software will be deployed to the remainder of the lab, with any modifications required. 


Software licensing is a complex topic and very dependent on anticipated types of use. For software with multiple licensing options (e.g. education-use licensing, site-wide licensing, concurrent-user licensing named-user licensing), it is strongly recommended to contact IT for a consultation and guidance as to best-value options and most appropriate options for your given usage scenario.
Software may have caveats to use such as for academic research only, teaching only, limited student-use, and less frequently, may be in scope of sanctions, embargo or trade-restrictions, limiting the availability and use.

Ultimately it is the responsibility of the requestor to ensure appropriate use within the parameters of the software licensing agreement and responsibility for any infringements that may occur.

Trial Software

No trial software is permitted except in the case where the trial does not have an end date and explicit written consent of the software publisher.

Textbook Software

Software bundled with a textbook may be installed provided explicit written consent of the software publisher.

Network Licensed Software

There is no minimum number of licenses required as the license server will handle license compliance. UBC IT Okanagan will manage the licenses and install them on one of our existing license servers.

Standalone Licensed Software

Sufficient licenses must be purchased such that every machine in the lab has a license, even if fewer are required. This is due to the method by which software is deployed in the computer labs. An exception may be granted if written permission is given from the publisher to install it on more computers than are actually running it.


For support on purchasing software, refer to this article: How to Purchase Software

Service Responsibilities

The following table clarifies the responsibilities of UBC Okanagan IT, UBC Okanagan Procurement and those of the client.

Assessing software options and identifying requirements x
Requesting a consultation on software license options x
Consultation and advising for software purchases x
Seeking an approved Privacy Impact Assessment for software that is hosted or online x
Engaging procurement for the purchase of the software x
Purchasing software, reviewing and signing agreements, cataloguing the purchase x
Submitting software installation request x
Installing and configuring software x
Testing and raising any technical issues x
Monitoring renewals for any software subscriptions x