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, of any transfers, sales, or disposals of computer-related software. Such notification should include the Texas State asset tag number and user information. This includes computers acquired through the Computer Replacement Program. Retain a copy for organizational unit records.


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 A copy should be retained for organizational unit records and the original sent to the Computer Resource Center.


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 


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/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 or transferring computer equipment. See UPPS No. 5.01.02, Disposal of University Surplus Property Equipment and Consumable Supplies. See also 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 e-mail the name and contact information of each software contact to the software licensing coordinator at


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 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.