DIVISION: Administration and Finance
DEPARTMENT: Information Technology Services
SUBJECT: Computer Software Copyrights and Licenses
OBJECTIVE & PURPOSE: To advise University faculty and staff of the requirement to obey the laws and legal agreements governing software use. Failure to do so can lead to monetary damages and/or criminal penalties for the individual violator.
AUTHORITY: Approved by the Vice President for Administration and Finance, September, 1994, in response to audit recommendations contained in Internal Audit Report No. UNF 93/94-04.
It is the responsibility of each faculty and staff member to make sure that he/she is in compliance with all copyright laws and license requirements for every computer software package that is installed on any workstation assigned to him/her. This includes all software installed on the individual workstation, regardless of whether the workstation is connected to a local area network, a wide area network, and/or a host system.
Likewise, it is the responsibility of each faculty and staff member who has management responsibility for computer systems and servers to which other workstations are attached to make sure that he/she is in compliance with all copyright laws and regulations for every computer software package that is installed on these systems and servers.
Software must be installed and distributed within the restrictions defined by licenses or agreements with vendors. Installations are to be documented so that is clear what was installed, when, and by whom. Backup copies if permitted must be made in accordance with licenses or vendor agreements.
Evidence of legal acquisition (purchase, lease, gift) for all software in use or possession must be kept. Records of acquisition are to be maintained in each department and/or budget entity, should be readily retrievable, and must clearly document software acquisition, distribution, and use.
ITS is obligated by the software vendor to monitor the software licenses in order to ensure compliance with the vendor's license agreements. For additional information on software license policy, please view the following WEB pages:
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