One of KAUST IT’s priorities is to make sure community members have access to secure and reliable tools for work, research, and collaboration.
Any third-party application that connects to Microsoft 365 and has not already been vetted or included in KAUST IT’s service offerings must first be reviewed by IT.
This review ensures that new apps integrate properly, meet security and compliance requirements, and do not duplicate services already available.
So when you see the message “Need admin approval”, it is not a block, it is a safeguard that makes sure you can use the right tools with confidence.
Why Some Apps Need Approval
- Data security and privacy: Sensitive information could leave KAUST without your knowledge.
- Data residency and compliance: Data may be stored outside approved regions or without required protections.
- Technical reliability: Some apps do not meet KAUST standards for encryption, integration, or long-term support.
By checking these factors, IT ensures the tools you use are safe, licensed, and reliable.
You Probably Already Have What You Need
Many requests are solved with tools KAUST already provides:
- Note taking and visual collaboration: OneNote, Whiteboard, Microsoft Loop
- File sharing and collaboration: OneDrive, SharePoint, Microsoft Teams, Google Drive
- Task and project management: Planner, To Do, Approvals in Teams
- Forms, surveys and feedback: Microsoft Forms, Slido, Formstack
- Telephony and virtual meetings: Microsoft Teams, KAUST Softphone (via Cisco Webex), Cisco Webex Meetings
- Visual and video collaboration: Vidcast, Microsoft Stream
- Application building, analytics and automation: Power BI, Power Automate, Power Apps
Before buying or requesting something new, check whether an existing, supported tool already meets your needs.
How to Request a New Application
- Check existing services first. Explore the IT Website or ask us for guidance.
- Submit your request.
- VITA (preferred): use the IT Website or go to
vita.kaust.edu.sa.
VITA makes it easy to include the app’s website, screenshots, and your use case.
- IT Service Desk by phone:
012-808-0910 to open a ticket.
- IT review and response. We check security, compliance, licensing, and duplication with existing services.
Some requests are resolved quickly by pointing you to an available tool. Others may take longer if legal, licensing, or compliance checks are required.
What Happens After You Submit
- Triage: We confirm the use case and whether a KAUST tool already meets the need.
- Assessment: If new, we evaluate security, data residency, technical controls, and support model.
- Licensing: Apps must be licensed by KAUST. Personal credit card purchases cannot be integrated.
- Decision and next steps: We will share the outcome and guidance on how to proceed.
Why This Helps You
- Your data stays secure and private.
- Your research and projects remain compliant.
- Your tools are fully supported and will not stop working unexpectedly.
- KAUST avoids unnecessary costs from duplicate or unlicensed tools.
Quick Answers (FAQ)
Why can’t I use a personal credit card to buy an app and connect it to Microsoft 365?
Apps must be vetted and licensed by KAUST to meet our security and compliance standards. Personal purchases cannot be integrated into KAUST’s environment.
Is IT trying to limit my choices?
No. IT reviews apps to ensure they are safe, supported, and a good fit. In most cases, there is already a secure alternative that does what you need.
What if I really need a tool KAUST does not provide?
Submit the request through VITA or by calling the IT Service Desk. If the app is safe, properly licensed, and beneficial, IT will work with you to provide it.
Need to Request Something Now?
- VITA (preferred): via the IT Website or
vita.kaust.edu.sa.
You can attach the app link, screenshots, and your use case for faster processing.
- IT Service Desk:
012-808-0910 to open a ticket.
