|Category||Information & Communications Technology|
|Approved by||Vice-Chancellor, August 2009|
|Date Policy Took Effect||27 August 2009|
|Last approved revision||30 June 2011|
|Sponsor||Director, Information Technology Services|
|Responsible officer||Manager Customer Services|
The purpose of this Policy is to underline the importance of compliance with software licensing provisions and to define specific responsibilities relating to this compliance.
This Policy applies University-wide.
- Information Technology Services
Non-compliance with software licensing provisions can bring about significant risk and liability for the University. External software audits in universities across Australasia to identify non-compliance are not uncommon, and the cost to universities found in breach can be considerable.
It is very important that the University has robust processes to ensure that it has the necessary and appropriate licences for all the software it uses and that it is abiding by the conditions of use stipulated in the licences. Failure to do so puts the University at significant risk of legal action and substantial penalty.
- Responsibility for ensuring software licence compliance rests with the Head of Department.
The specific responsibilities are to:
- maintain a register to provide proof of purchase of software.
- maintain a register of disposal of software through on-sale (for example software sold with a computer).
- maintain an inventory detailing where licensed software is installed. This must track redeployment of software within the department.
- ensure all staff are aware of their own responsibilities in regard to ensuring they only use software in compliance with licence conditions.
- In the interests of ensuring compliance with licensing requirements, Division Heads may from time to time instigate a software compliance audit.
Related policies, procedures and forms
- Information and Communications Technology Regulations 2014
- Email Policy
- Email Server Policy
- Server Registration Policy
- Server Administration Procedure
- Software Security Updates (Patching) Procedure
ITS maintains a software licence database to assist University Departments to fulfill their obligations under this policy.