The San Antonio College VP of College Services allocates a Software Maintenance/Renewal budget for SAC Office of Technology Services (OTS) to maintain and renew software in support of college functions.  OTS staff maintain records of all software purchases made by OTS and monitor expiration dates so that renewal fees are paid in a timely manner.  OTS inquires with clients to ensure renewals are made only if continued use of the software is needed.

One month prior to the expiry date of the software license, the SAC OTS Software Coordinator will send an email to request renewal approval from the department responsible for the software use.  Once the approval is received, the OTS Software Coordinator will process the software purchase and will inform the responsible department.  SAC has a centralized Software process that helps ensure compliance and compatibility with existing network architecture.  It also streamlines utilization, reduces duplication, and provides highest levels of support.

Each fiscal year, OTS is funded a set budget for all software license renewals.  If a department wishes to purchase additional licenses, the requestor  should request additional budget by emailing their Department Chair and the request should then be escalated to a member of the College Executive Team.  Once a written approval is received, a copy should be forwarded to the OTS department for processing.  Additional licenses will be processed based on funding availability.  If funding is not available, the software request is placed within a database for funding consideration the following fiscal year.