VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy # U034

Edward Via College of Osteopathic Medicine

Policy Order No.: U034 Effective Date:

April 30, 2026

Signature on File

__________________________ Dixie Tooke-Rawlins, D.O. President ___________________________________________________________________________________ VCOM Software Procurement and Licensing Compliance Policy ___________________________________________________________________________________ 1. PURPOSE .............................................................................................................................................. 1 2. APPLICABLE SOFTWARE ..................................................................................................................... 1 3. SOFTWARE ACQUISITION PROCESS ..................................................................................................... 2 4. USER OR DEPARTMENT REQUIREMENTS ............................................................................................. 3 4.1. Due Diligence and Compliance ..................................................................................................... 3 4.2. Software Disposal and Return ....................................................................................................... 4 5. VIOLATIONS OF SOFTWARE LICENSES AND ENFORCEMENT .............................................................. 4 6. DURATION OF POLICY ......................................................................................................................... 4 PURPOSE The purpose of the VCOM Software Procurement and Licensing Compliance Policy is to ensure the lawful, ethical, and responsible use of all software licensed or acquired for the Edward Via College of Osteopathic Medicine (VCOM). The Policy also applies to any software utilized by a VCOM employee on campus or to complete the employee’s VCOM related work. Computer software is protected intellectual property, and when VCOM or its members obtain software, whether purchased, freely licensed, or provided as part of institutional operations, they do not own the software itself but are bound by the terms of its licensing agreement. This policy establishes expectations for compliance with copyright, patent, and contractual obligations; supports best practices in software asset and license management; and safeguards the college and its community from legal, financial, and reputational risks associated with unauthorized use. It also defines the approved processes for acquiring software, including hosted applications, APIs, and infrastructure services, and clarifies that only authorized Officers of the College may enter into agreements that bind the college. By following this policy, all members of the VCOM community acknowledge and accept the responsibilities associated with licensed software and contribute to the secure, efficient, and compliant use of technology across administrative, academic, clinical, teaching, learning, and research activities. 2. APPLICABLE SOFTWARE Applicable software refers to all software and licensing used for VCOM administrative, academic, teaching, learning, clinical, and research activities when such software is installed on or used with any VCOM technology. The policy applies to all such software whether purchased with VCOM funds or private external funds and dictates all such software must be either procured through the IT Department and through any college Division purchasing processes. Applicable software includes: 1.

VCOM Software Procurement and Licensing Compliance Policy

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