Procedure to Management of Microcomputer Software Policy
– October 9, 2009
Page 1 of 6
PROCEDURE TO THE MANAGEMENT OF
MICROCOMPUTER SOFTWARE POLICY
Procedure
Type:
Management
Initially
Approved:
January 11,
1994
Procedure
Sponsor:
Vice-President,
Administrative
Services
Last Revised:
October 9,
2009
Administrative
Responsibility:
Chief Information
Officer,
Information
Technology
Services
Review
Scheduled:
Approver:
President’s Executive Committee (PEC)
A.
PROCEDURES
1.
SELECTION
1.1
Individuals and/or organizational units begin their annual definition of
Software requests by researching the field with the assistance of the
Academic Development Centre, Information Technology Services, and/or
the Library. Information should also be collected from external sources as
necessary.
1.2
The Academic Development Centre and Information Technology Services
will assist in requirements definition and in selection of suitable Software.
They will provide operational support for well-proven Software that is widely
used in the University. Such institutionally Supported Software is referred
to as simply Supported Software.
1.3
The Library will be a source of information pertinent to Software evaluation.
They will maintain a collection of up-to-date class related Software reviews
and assist in literature searches.
1.4
Before requesting Non-supported Software, either
a)
an agreement specifying the type and level of support that will be
provided must be negotiated with the Academic Development
Centre or Information Technology Services, or
b)
the requestor must assume support.
1.5
Copies of any Software to which the University holds a site license can be
obtained from the Academic Development Centre, Information Technology
Services or the Bookstore.
1.6
Updates or enhancements to existing Software are processed in the same
way as an original purchase.
Procedure to Management of Microcomputer Software Policy
– October 9, 2009
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2.
APPROVAL FOR SOFTWARE PURCHASES TOTALLING $500 OR MORE,
CLASS SETS, OR FOR SITE LICENSES
2.1
Requests must be submitted by the requestor's Dean or Director to the
Computer Advisory Committee.
2.2
The request must be reviewed with the Academic Development Centre or
Information Technology Services prior to submission. Support for Non-
supported-Software must be negotiated or assumed by the requestor.
3.
ACQUISITION
3.1
Once approved, Software will be purchased using the established
purchasing procedures.
3.2
Certain frequently used packages may be purchased from the Bookstore.
3.3
Vendor liaison and contract negotiation for all Supported Software will be
handled by Materials Management, in cooperation with the Academic
Development Centre and/or Information Technology Services. Vendor
liaison and contract negotiation for Non-supported Software will be handled
by Materials Management, in conjunction with the requestor, unless the
Academic Development Centre or Information Technology Services has
assumed this responsibility in a support agreement.
3.4
The requestor and/or primary user will be responsible for registering
acquired Software with the vendor and for the use and safekeeping of the
Software.
4.
SUPPORT AND MAINTENANCE
4.1
The University, through the Academic Development Centre and
Information Technology Services, will endeavour to provide support for
Software in each of the categories listed below. The resulting titles will
comprise the list of institutionally Supported Software.
a)
accounting packages;
b)
authoring Software;
c)
communications Software;
d)
database management systems;
e)
desktop publishing;
f)
graphics packages;
g)
operating systems;
h)
programming languages;
i)
spreadsheets;
j)
utilities;
k)
word processing packages; and,
l)
miscellaneous Software.
Procedure to Management of Microcomputer Software Policy
– October 9, 2009
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4.2
Information Technology Services and the Academic Development Centre,
will make annual recommendations to the Computer Advisory Committee
regarding changes to the list of Supported Software.
4.3
The Computer Advisory Committee may periodically remove Software from
the supported list, but only after ensuring that current users will be assisted
in converting to the newly recommended package.
4.4
The Directors of the Academic Development Centre, Information
Technology Services and Ancillary Services will provide the following
services for Supported Software:
a)
vendor liaison and contract negotiation;
b)
installation;
c)
training and consultation;
d)
troubleshooting and problem resolution; and,
e)
upgrade assistance.
The Directors of the Academic Development Centre, Information
Technology Services and Ancillary Services will ensure that site licensing,
bulk purchases, and educational discounts are utilized wherever possible
to minimize purchase costs.
4.5
Software for which a special support agreement has been negotiated
between one user and the Academic Development Centre or Information
Technology Services will not be considered to be institutionally supported.
Requests must continue to follow the procedures for Non-supported
Software.
4.6
Non-supported Software will be entirely the user's responsibility unless a
support agreement has been negotiated with the Academic Development
Centre or Information Technology Services.
4.7
Software developed by an individual or a group must be supported solely
by the developer, unless the Academic Development Centre or Information
Technology Services enters into a support agreement.
5.
COPYRIGHT AND DISTRIBUTION
5.1
The University's copyright Policy will be adhered to.
5.2
A notice "UNAUTHORIZED COPYING OF SOFTWARE IS ILLEGAL" will
be posted in all computer labs and in any other location, such as the
Library, where Software is on loan.
5.3
Site licensed Software will be available through the Academic Development
Centre, Information Technology Services and/or the Bookstore.
Instructional departments will be responsible for distribution to classes. For
more details regarding the Software site license refer to
“Site License
Administration”.
Procedure to Management of Microcomputer Software Policy
– October 9, 2009
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5.4
Distribution of Software on diskettes will be minimized by the use of
networks, hard disks and student-owned Software.
6.
SITE LICENSE ADMINISTRATION
Mount Royal University Policy follows the requirements of the legal agreement
reached with respective Software companies. Administration of site license copies
is conducted by the Bookstore. Copies can be purchased by qualified buyers with
the understanding that the user will not remove the copy (or a copy of the copy)
from the University grounds, where prohibited by the license. The determination
of who is a qualified buyer is made by the Bookstore depending on the nature of
the specific agreement.
When a site license copy is purchased, there is no automatic right of upgrade. The
cost of manuals, diskettes, keyboard templates, etc., may be extra in the purchase
price. Costs of these materials or of future upgrades are available from the
Bookstore. Upgrades at site license prices are only available for legitimate site
license copies.
This site license Policy does not preclude any member of the Mount Royal
University community arranging for independent purchase of Software. In such
cases, the individual should deal directly with Materials Management to undertake
acquisition.
7.
SUMMARY OF RESPONSIBILITIES
7.1
Academic Development Centre/Information Technology Services
a)
Assist requestors in requirements definition and evaluation of
alternatives.
b)
Provide the support services listed in
“Support and Maintenance”
for institutionally Supported Software.
c)
Negotiate support agreements for other Software and provide any
support that is agreed to.
d)
Distribute site licensed Software which is free of charge to users.
e)
Keep abreast of new developments and vendor licensing
agreements.
f)
Develop the procedures required to operationalize these policies.
7.2
Requestor
a)
Seek advice of Academic Development Centre and/or Information
Technology Services in requirements definition for purchases of
$500 or more, class sets, and site licenses.
Procedure to Management of Microcomputer Software Policy
– October 9, 2009
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b)
Prepare and submit request to Dean/Director, ensuring that all
required supporting documentation is attached.
c)
Register acquired Software, ensure that the Software is secure and
that copyright law is observed, and arrange for distribution to
students as required.
d)
Assume support for Software unless specifically negotiated with the
Academic Development Centre/Information Technology Services.
7.3
Computer Advisory Committee
a)
Review requests for purchases of $500 or more, class sets, or site
license Software.
b)
Update the University's Supported Software list.
c)
Review the effectiveness of this Policy and make recommendations
for improvements.
7.4
Materials Management
a)
Provide necessary vendor liaison and contract negotiation.
7.5
Bookstore
– see “Site License Administration”.
B.
DEFINITIONS
(1)
NON-SUPPORTED
SOFTWARE:
Software that is not institutionally supported for
which support may be provided, by special
agreement.
(2)
SOFTWARE:
Denotes microcomputer Software.
(3)
SUPPORTED
SOFTWARE:
Software that is supported by the Academic
Development Centre and Information Technology
Services, as outlined in the Procedure to the
Management of Microcomputer Software Policy.
Also referred to as “institutionally Supported
Software”.
(4)
UNIVERSITY:
Mount Royal University.
C.
RELATED POLICIES
D.
RELATED LEGISLATION
Procedure to Management of Microcomputer Software Policy
– October 9, 2009
Page 6 of 6
E.
RELATED DOCUMENTS
• Management of Microcomputer Software Policy
• Software Site License
• University Supported Software List
F.
REVISION HISTORY
Date
(mm/dd/yyyy)
Description of
Change
Sections
Person who
Entered Revision
(Position Title)
Person who
Authorized
Revision
(Position Title)