SECTION: INFORMATION TECHNOLOGY INDEX: G-4

SUBJECT: SOFTWARE MANAGEMENT

POLICY

The university will provide management support for software running on university owned or controlled computers. Software will be installed or upgraded for users only when it is determined that the software to be installed is legally owned by the University, or that we have written permission from the software developer or owner to use this software. All provisions of the license agreements for that software will be met, including measures to restrict copying of any licensed software. Copying of copyrighted software in the computer labs or from any university owned computer is prohibited.

An annual inventory will be conducted of all software on all microcomputers owned or leased by the University to verify compliance with this policy. Impromptu audits to confirm software license compliance may also occur.

PROCEDURES

Information Technology (I.T.) will create and maintain a list of standard campus-wide supported software. This list will provide and explain levels of support for each software application. A form for requesting other software not on the list will be available. Information Technology will also maintain a list of software that is installed on campus, but not necessarily maintained by I.T., or availability is limited. See Attachment A for the lists of standard software, other software, and the software request form.

I.T. will also provide the following software management support:

• Purchase and support campus standard software.
• Provide methods and procedures for distributing software.
• Develop rules and practices to restrict unauthorized distribution or copying of software.
• Conduct periodic inventories of software running on University computers.
• Conduct audits as necessary or required to ensure compliance with software license agreements.

I.T. will conduct training sessions for faculty and staff on a regular basis for campus standard software. HR provides a schedule of these sessions each fall and spring.

As I.T. encounters software for which there is no obvious license available, the user will be requested to either produce proper documentation regarding license ownership, or be asked to remove the software. If this creates a problem, I.T. will work with the appropriate Dean or Department Head to resolve the issue.

Help Desk personnel are responsible for installing software on university computers.

Signs will be clearly posted in the Microlab areas stating that copying of copyrighted software in the labs is prohibited and that it is illegal to do so.

Approved:

Next review date: May 2009
Origination: Information Technology