Ashland University licenses the use of computer software from a variety of third parties. Such software is normally copyrighted by the software manufacturer and, unless expressly authorized to do so, Ashland University has no right to make copies of software except for backup or archival purposes. The purpose of this policy is to prevent copyright infringement and to protect the integrity of Ashland University's computer environment from viruses.
Policy Guidelines
1. General Statement of Policy. It is the policy of Information Technology to respect all computer software copyrights and to adhere to the terms of all software licenses to which the University is a party. The office of Information Technology is charged with the responsibility for enforcing these guidelines for all university personnel.
University personnel may not duplicate any licensed software or related documentation for use either on Ashland University premises or elsewhere unless Ashland University is expressly authorized to do so by agreement with the licensor. Unauthorized duplication of software may subject employees and/or the University to both civil and criminal penalties under the United States Copyright Act.
University personnel may not give software to any outsiders including clients, contractors, students, and others. University personnel may use software on local area networks or on multiple machines only in accordance with applicable license agreements.
2. Budgeting for Software. When purchasing software for existing computers, such purchases shall he charged to the departments software budget.
3. Approval of Software. To purchase software, personnel must obtain the approval of their department chair (or area supervisor). It is the responsibility of the budget manager or department chair to send software pricing requests to Information Technology, transfer appropriate funds to the software budget and then process a requisition.
4. Acquisition of Software. All software acquired by university personnel must be processed through the Information Technology office. Software will not be processed through employee corporate credit cards, petty cash, or travel and entertainment budgets. Software acquisition channels are restricted to ensure that Ashland University has a complete record of all software that has been purchased for University computers and so that it can be registered, supported and upgraded accordingly.
5. Text Software. It is the responsibility of the faculty and staff member to inform the office of Information Technology about software bundled with textbooks. If the software is to be installed on the network, it must be removed from the network when the textbook is no longer in use.
6. Registration of Software. When software is delivered, it must first be delivered to the Information Technology office to complete registration and inventory requirements. The Information Technology office is responsible for completing the registration card and returning it to the software publisher. Software must be registered in the name of the University and department in which it will be used, not in the name of the individual user. Because of personnel turnover, software should never be registered in the name of the individual user. The Information Technology office will maintain a register of all of the University's software and shall keep a library of software licenses. The register must contain: a) the date and source of software acquisition; b) the location of each installation as well as the serial number of the hardware on which each copy of the software is installed; c) the name of the authorized user; d) the existence and location of back-up copies; e) the software product's serial number.
7. Installation of Software. After the registration requirements above have been met, network software will be installed by the Information Technology office. All other software can be installed from the original disks by the Information Technology office on request. Manuals, tutorials and other user materials will be provided to the user. A copy of the applicable license agreement will be provided to the user. Once installed on the hard disk, the original diskettes will be kept in a safe storage area maintained by the Information Technology office or the originals may be signed out through Information Technology. Backup copies of software will be made available upon request.
8. Home Computers. Ashland University computers are University assets and must be kept both software legal and virus free. Only legal, registered software may be used on University machines. Generally, the purchase of a single copy of software entitles the owner to use the software on a single machine at any given time. For this reason, software generally cannot be loaded on an employee's home computer if it also resides on the University's computer. If an employee is to use software at home, the University should purchase a separate package and record it as a University asset in the software register. However, some software companies provide in their licensing agreements that home use is permitted under certain circumstances. Before taking any software home, please check with the office of Information Technology.
9. Shareware. Shareware software is copyrighted software that is distributed freely through bulletin boards and on-line systems. It is the policy of Ashland University to pay shareware authors the fee they request for use of their products. Registration of shareware products should be handled the same way as commercial software products.
10. Periodic Audits. The Information Technology office will conduct random audits of University PCS to ensure that the University is in compliance with all software licenses. Audits will be scheduled and the appropriate university personnel have the option of being present. Audits will be conducted using SPAudit and SPAudit for the Macintosh (or another auditing product). During the audit, the University will search for computer viruses and eliminate any that are found. Please be cooperative when being audited. Personal copies being used for academic purposes or evaluation will be noted as such.
Any additional questions should be directed to Information Technology.
This policy will be stated in the Rules and Regulations.
By signing an employment contract, Ashland University personnel agree to adhere to this policy.
Revised July 22, 2004
Approved by:
Curtis D. White
Vice President of Information Technology