Attachment
III
1. Responsibilities of All Faculty, Staff,
and Students
a. Accept the responsibility to prevent illegal
software usage and abide by university policy on the use of copyrighted
materials which requires all members of the university community to respect
copyright law.
b. Do not illegally distribute or share software
with anyone.
c. Do not consider a university license as a
legal right for personal gain or freedom to duplicate and distribute.
d. Be responsible for all non-university software
installed on their own computer. Faculty
and staff should retain evidence of purchase such as license certificate, purchase
order, packing slip, etc. In the case of
software which is available at no charge, faculty and staff should retain proof
of this information such as printing the website which states the use policy. Avoid use of personally licensed software on
university-owned computers. Personal
licenses do not guarantee authorized use on university computers. Software that
has not been purchased or licensed with university funds (e.g., purchased by
the user) may be installed on a University-owned computer only under the
condition that, by completing such an installation, both the user of the
computer and the installer implicitly acknowledge and accept personal liability
for the legality of that software installation.
e. Report any suspected or known misuse of
software to the Software License Coordinator.
f. Do not consume an unfair share of the
resources, or interfere with usage by other users.
Example 1) While
Technology Resources makes some software available at no cost to organizational
units, that software must still be purchased at a cost to the University and
therefore should only be requested if there is a valid business need.
Example 2) If
software is licensed on a concurrent use basis, users should exit or quit the
software when finished in order to release the license for others.
g. Monitor use of software. Each person should
take appropriate action to see that computers are free of unauthorized
software, remove media containing same from campus, and provide for proper
disposition.
h. Ensure there is a legal contract, agreement
and documentation with authorized signature on file and readily accessible for
software installed on a computer they use.
i. Ensure that media and software license key
codes are kept secure.
2. Responsibilities of Software Contact or a
Position of Special Trust
a. Install software only in accordance with the
license agreement, enforce all copyright laws, and report any suspected misuse
of software to their administrative officer or the Software Licensing
Coordinator.
b. Use accurate records of existing Software
Request forms and software licenses within the organizational unit to confirm
adequate licenses have been acquired prior to installing or requesting
software. Verify this information in an annual software review.
c. Ensure that media and software license key
codes are secured and all software kept in a secure area accessible only to
authorized personnel in order to avoid theft or illegal use or duplication.
Protect the computer software assets from environmental hazards and properly secure
backups.
d. Implement reasonable precautions designed to
reduce the likelihood that open-access equipment could be used to illegally
duplicate software or that users could illegally acquire software licensed to
the organizational unit. Regularly track and monitor the access to computer
software offered on servers, websites, or through concurrent use. Evaluate this
information and encourage adherence to all concurrent use and licensing policy.
e. Periodically review, revise and renew legal
contracts and agreements as needed by the contract or agreement holder and determined
by the authorized signature on the contract or agreement.
f. Notify the Software Licensing Coordinator using
the Software License Assignment Form (available at http://tr.txstate.edu/software), of
any transfers, sales, or disposals of computer-related software. Such
notification should include the
3. Responsibilities of Account Managers
a. Monitor and ensure that computers in their
custody are free of unauthorized software.
Budget sufficient funds for the procurement of all software expected to
be used on each computer when planning the purchase of new computers.
b. Assure that Software Contacts and staff in
Positions of Special Trust understand the University’s software procurement and
disposal processes and have access to all software purchasing
documentation. This includes copies of
all software request and procurement forms with account manager signature. This also includes Software License Assignment
Forms for any transfers, sales, or disposals of computer-related software
(available at http://tr.txstate.edu/software). A copy should be retained for organizational
unit records and the original sent to the
c. Procure software through the cost reduction
programs available from Technology Resources: the Supported Desktop Software
Initiative (SDSI) and the Academic Lab and Instructional Support Software
Initiative (ALISSI), described at http://tr.txstate.edu/software.
d. Enforce restrictions on the use of university-licensed
software on personally-owned machines (e. g., work-at-home, student use). Encourage faculty, staff and students to take
advantage of the educational pricing available for such software at the University
Bookstore.
e. Ensure the proper G/L code is used on all
software purchases, as detailed in Attachment
IV, Computer Software GL Codes.
f. Enforce University policies that prohibit or
restrict the use of University Procurement Cards (P-Cards) in the purchase of
software. If it is necessary to request a special "one-time" only
waiver for software purchases, the waiver must be reviewed by the Software
License Coordinator and approved by the P-card Program Administrator prior to
the software purchase. A waiver request must include the following assurances:
1) The
software is not available at a similar price from another source that accepts a
Texas State Purchase Order.
2) The
software vendor does not accept purchase orders (include a copy of the vendor's
published policy).
g. Ensure that departmental
staff clean hard disks and other applicable media when disposing of or
transferring computer equipment. See UPPS No. 5.01.02,
University Surplus Property (Equipment and Consumable Supplies). See also http://tr.txstate.edu/hardware for the
computer hard drive cleaning form that should be completed and submitted along
with the Equipment Transfer Form.
4. Responsibilities of Administrative
Officers
a. Reinforce among their staff
that all software executed or stored on University-inventoried computers, or
used in the execution of University business, should be used only as allowed by
the software license, copyright, and trademark.
b. Designate one or more regular employees as
Software Contacts, who shall oversee the legal and appropriate use of computer
hardware and software within the organizational unit. Administrative officers
should email the name and contact information of each Software Contact to the
Software Licensing Coordinator at sdsi@txstate.edu.
c. Ensure that personnel are assigned to
Positions of Special Trust with responsibility for appropriate backup,
recovery, and security of computer software assets and ensure that all software
is legally installed and properly licensed.
5. Responsibilities of Technology Resources
a. Present university policies regarding the use
of licensed software at New Employee Orientation II.
b. Provide a reminder of Texas State copyrighted
software licensing policies in all software instruction classes (e. g., Word,
Excel, PowerPoint, Windows, etc.).
c. Maintain a central repository of software licenses,
agreements and contracts acquired through the University’s Software Licensing
Coordinator.
d. Administer the multi-tiered Supported Desktop
Software Initiative (SDSI) and the Academic Lab and Instructional Support
Software Initiative (ALISSI) to leverage the total purchasing power of Texas
State University-San Marcos and the Texas State University System. See http://tr.txstate.edu/software
for more information.
e. Centrally license, purchase and deploy
software, to reduce costs and facilitate compliance with state and federal
regulations regarding software licensing and inventory management.
f. Technology Resources will devise training
for Technical Support Personnel and Persons of Special Trust in order to equip
them with the knowledge and skills to comply with the requirements set forth in
this UPPS.