Management of Microcomputer Software Policy – October 9, 2009
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MANAGEMENT OF MICROCOMPUTER
SOFTWARE POLICY
Policy Type:
Management
Initially
Approved:
January 11,
1994
Policy
Sponsor:
Vice-President
Finance and
Administration
Last
Revised:
October 9,
2009
Primary
Contact:
Chief Information
Officer, ITS
Review
Scheduled:
May 1, 2025
Approver:
Board of Governors
A.
OVERVIEW
A Software Policy serves to facilitate the effective evaluation, purchase, support, and use of a
general University resource.
Software management policies must strike a balance between control and the flexibility required to
meet diverse needs. A totally uncontrolled environment would result in failure to achieve the
purpose (goals) of the Policy, while excessive controls would impede effective utilization of the
knowledge and initiative of specialized users. The policies must facilitate identification of
alternatives and encourage conformance to standards, rather than enforce compliance.
B.
PURPOSE
This Policy has been developed in order to manage the resource effectively; clarify acquisition
procedures; provide effective user support and Software maintenance; adopt a standard list of
Supported Software; optimize distribution and use; and, adhere to copyright laws.
C.
SCOPE
Compliance with University Policies and Procedures extends to all members of the University
community.
D.
POLICY STATEMENT
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.
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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.
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
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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.
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.
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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”.
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.
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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”.
E.
DEFINITIONS
(1)
Non-supported
Software:
means software that is not institutionally supported for which
support may be provided, by special agreement.
Policy:
means the “Management of Microcomputer Software Policy.
(2)
Software:
means microcomputer Software.
(3)
Supported
Software:
means 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:
means Mount Royal University.
F.
RELATED DOCUMENTS
•
Software Site License
•
University Supported Software List
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G.
REVISION HISTORY
Date
(mm/dd/yyyy)
Description of
Change
Sections
Person who
Entered Revision
(Position Title)
Person who
Authorized
Revision
(Position Title)
11/01/2018
Editorial
Formatting – new
template
Policy Specialist
University Secretary
01/22/2020
Editorial
Template Update
Policy Specialist
University Secretary