Processing Software and Database License Agreements

After internal review and processing is complete, including consultation with your institutional purchasing agent to confirm that all applicable procurement laws and regulations have been followed:

1. Forward a photocopy of all software and database license agreements to the institution's Chief Executive Officer or designee for approval and execution pursuant to the Regents’ Rules. If the agreement is over $1,000,000.00 or with a foreign company, forward it to the Executive Vice Chancellor for approval and placement on the docket.
   
   
2. Use Transmittal Form S/D (below - address to your institutional CEO or designee if agreement does not need to be docketed) and state that:
   
   
   • all applicable procurement laws and regulations have been followed
     
     
   • the agreement conforms to the recommendations of the Office of General Counsel’s online software and database license checklist,

     or
     
     

   • the agreement deviates from the recommendations of the Office of General Counsel’s online software and database license checklist (explain deviations), but extenuating circumstances detailed on the transmittal form justify acceptance of the agreement even though it fails to meet normal expectations.

U. T. SYSTEM SOFTWARE AND DATABASE LICENSE TRANSMITTAL FORM S/D

REQUEST FOR U. T. SYSTEM REVIEW

Date:

(Non-Standard Conforming Agreement - Standardized Clauses)

Institution:

Dr. (___________ )
Executive Vice Chancellor for
_______________ Affairs
The University of Texas System
601 Colorado Street
Austin, Texas 78701

RE: Agreement with (____________ )

Dear Dr. (___________ ) :

Please review the attached proposed software or database license agreement.

The proposed agreement has been reviewed at the institutional level:

• All applicable procurement laws and regulations have been followed; and
  
  
• It has been revised in accordance with the Office of General Counsel’s Software and Database License Checklist Recommendations;

  or
  
  

• It deviates in the following respects from the recommendations of the Office of General Counsel’s Software and Database License Checklist; however, extenuating circumstances justify acceptance even though the agreement fails to meet normal expectations.
  
  

Sincerely,

Chief Administrative Officer (or Approved Designee)

Attachments: 1) Photocopy of agreement
2) All attachments to agreement

APPROVED:

By:

Date:

UTS 4/20/01 - S/D

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