Software Purchases

Visit the UIT and click Software licensing Webstore.

Search “Adobe” in search bar, authenticate, and make sure you select 'educationally priced software'. 

Note: This whole site will time-out if left alone for too long.

Fill out the PTAO and other info, including your Stanford email. The Department’s Org code is PDFJ.

Project (P):
Task (T):
Award (A):
Task Org (O): PDFJ

Account Authorized signer name/phone:  This refers to the “Organization Account”, not the Adobe Account, meaning it’s the PTA’s approver  (Inge Klaps, 6507250139)

Faculty/PI or Manager Contact Name: Inge Klaps, iklaps [at] stanford.edu (iklaps[at]stanford[dot]edu)

 After your order is complete and approved, you should get an email with a “Get Started” button.

Click, and sign in, where you want to always pick “Sign in with Enterprise ID” option.  Use the email address you entered earlier for purchase.  

To check if your software is already pre-approved for purchasing with Stanford funds:

1. See if available in Stanford Software
2. See if available on AAH pre-approval databases: Before Feb 2024     &     After Feb 2024

If you find your software on these lists, you may proceed with purchasing. If they are not on the approved list, you need to complete a DRA Pre-Screening and an Accessibility Screening.

• Login to OneTrust
• Select either DRA with or without IRB. IRB = institutional review board, and is only necessary if personal data is being collected in a research project. Most of our DRA will be without an IRB.
• Complete the following data:
  • Assessment Name = Software Verification (name of your software)
  • Primary Record = School of Humanities and Sciences
  • Description = ie, how will this software be used? Example: Art Department classes are requesting the purchase of the Software Runway for use by students as part of their classwork this fall.
  • What School = School of Humanities and Sciences
  • Will the project/activity team process the following types of data? Please read options carefully, most Art Dept Software will be - No Moderate or High Risk Data
  • How many records: Read carefully, for most Art Dept software, the answer will be - 0 records
  • Will there be a need to de-identify any PHI or PII data? Consider carefully, for most Art Dept software, the answer will be - No
  • Will any PII/PHI be shared with a third party or vendor? - No
  • Where will the data be stored? Please consider carefully, most will be:  Approved Stanford Repository
  • Will any PHI/PII be transferred to the US from another country? Please consider carefully, most will be - No
  • Will any PHI/PII data be processed or stored outside of the US? Please consider carefully, most will be - No
  • Will the PHI/PII be transferred outside of the US? Please consider carefully, most will be - No
  • The DRA Intake Form is complete and accurate to the best of the project team's knowledge. - Yes
• NOTES:
  • If your software goes through without any flags, it will be immediately auto-approved, and you can move on to the Accessibility Risk Pre-screening (see below).
  • If there are any flags (and sometimes a particular answer will trigger an auto response)  Andy Miller will help the DRA submission move through to the approval process by commenting on flagged areas with info on why they have been flagged or why the review was triggered. You can respond to Andy with any clarifications in those comments, and also let him know if there is a deadline by which this software is needed by. If anything is flagged, it can take several weeks for the approval to be processed, so it is best to plan accordingly. 

Once your DRA is complete, you can submit the Accessibility Risk Pre-Screening 

1. Upload both approvals to the AAH Pre-Approval Software Database.
2. When verifying your Pcard purchase or reimbursement, please add both approvals as back-up documentation to the transaction and mention the approvals in the business purpose.