VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy # U034

the agreement is accepted by an authorized user, a legally binding contract between the licensor and the college is established. A copy of the license agreement should be maintained by the authorized user. Not all “free” software is authorized for enterprise usage. Departments and users must understand and comply with all the terms and conditions of the licensed software (including free and open-source software). Common issues to examine include non infringement of copyright and limitations on transfer or sale when assets or equipment are divested or decommissioned. In no instance can the supplier be granted the right to audit. Users who access college licensed software on personally owned devices must comply with all provisions of the licensing agreement; some licensing agreements do not permit use on personally owned devices. Data migration from insecure to secure platforms is prohibited without VCOM approved IT controls. All non-transferable licensed software should be permanently deleted before any electronic device or media is disposed of or transferred within VCOM. Departments and users are obligated to follow the terms and conditions relating to the disposal or return of the software. Special consideration should be given to software purchased with funds from research, commercial, or government contracts or grants. Confirmation of update availability and acknowledgement that any software unable to meet security requirements must be discontinued immediately 5. VIOLATIONS OF SOFTWARE LICENSES AND ENFORCEMENT Individuals at VCOM are ultimately held responsible for any infringing software and usage on their computers or devices when violating the terms and conditions of software licenses. The employee and/or the Division are ultimately held responsible when infringing copies violate licenses and are responsible for any fines or fees associated with the non-compliance of software license agreements and legal fees. Violations of this policy may result in appropriate sanction or disciplinary action consistent with applicable college procedures up to and including suspension or revocation of computer accounts, non reappointment, discharge, dismissal, and/or legal action. In addition to VCOM disciplinary actions, individuals who commit copyright infringement are personally subject to civil and/or criminal fines and sanctions under the U.S. Copyright Act. 6. DURATION OF POLICY The VCOM Software Procurement and Licensing Compliance Policy is effective as of the date above and will remain effective until amended or terminated by the President, with approval by the Board of Directors. Users whose software purchases require institutional data to run should plan on the published timeframe of institutional data request processes to acquire access to the requested data. 4.2. Software Disposal and Return

VCOM Software Procurement and Licensing Compliance Policy

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