Software Use Policies
The use of computing and network resources at SIPA is to enhance and support the learning and working environment at the School. However, access to the computing and network environment is to be used in effective, ethical, and lawful ways that support the goals of the School. The management of software assets is to derive maximum benefit to the organization and its computing community. This document sets forth policy on acquisition, use, and management of legal software.
Responsibilities of All Users
A software license is a type of proprietary or gratuitous license as well as a memorandum of contract between a producer and a user of computer software that specifies the perimeters of the permission granted by the producer to the user.
All software is protected under United States copyright laws from the time of its creation. SIPA IT has licensed copies of computer software from a variety of producers to help fulfill its mission.
Unless otherwise provided in the software license, duplication of copyrighted software, except for backup and archival purposes, is a violation of applicable laws and this policy. SIPA IT will store all software purchases with university funds in accordance with the university policy to account for all assets.
You may not knowingly use software for which the organization lacks the appropriate license. If you become aware of the use or distribution of unauthorized software in the organization, you must notify your supervisor and the Executive Director of SIPA IT.
You may not loan or give to anyone any software licensed to this organization.
You may not install organizational software on a personal system without the authorization of senior management and appropriate licensing as per the Software Asset Management Process described herein.
No employee may use or distribute personally-owned software on the organization’s computers or networks. Such software threatens the integrity and security of the organization’s computers and networks.
A variety of software are available on the Internet. Some of this software, called “freeware” or “shareware,” is available free of charge for limited use and may be used within the organization with approval and testing by SIPA IT to ensure the suitability of the software for use within the organization. No member on the SIPA network should download such software to his or her computer prior to approval and testing for suitability.
Other software available on the Internet and from other electronic sources requires the user to obtain a license for its use, sometimes for a fee. No member on the SIPA network shall download such software to his or her computer, but should instead follow the procedures detailed in the “Software Procurement and Installation Procedures” section of this policy.
Asset Management
SIPA IT inventories all the software on the institutional systems through K-Box automatically. Reports are reviewed for any unsupported software, illegal software, and for patch management of the SIPA IT supported software. Users are held responsible for any breaches or unlawful use of software and SIPA IT will act to correct a breach in policy and the law, and work to avoid any legal challenges, penalties and fines. Any illegal software found on a system on the SIPA network will be removed immediately and the user notified.
Software Procurement
All requests for software and upgrades must be submitted to SIPA IT at [email protected]. Once the request has been reviewed and approved, SIPA IT will work with the office to acquire appropriate software and license, and arrange its installation. All software installations are done by the SIPA IT staff only; no user may download or install any software.