All software installed or run on KUMC equipment must be licensed.
The proper licensing of software is both a legal requirement and an ethical imperative. Industry watchdog organizations regularly survey organizations for software license compliance and can assess substantial penalties for noncompliance.
KU Medical Center licenses the use of computer software from a variety of outside companies. Unlike software developed by KU Medical Center employees, KU Medical Center does not own this licensed software or its related documentation and, unless authorized by the software developer, does not have the right to reproduce it except for backup purposes. Ordinarily a separate license must be purchased for each computer on which a software product is installed.
According to applicable copyright law, persons involved in the installation and operation of unlicensed software can be subject to civil damages and criminal penalties including fines and imprisonment. KU Medical Center does not condone the illegal duplication, installation, or operation of software.
Freeware: software for which a license is provided without charge. Frequently the license is provided to select groups (home users, educational users, etc.) although some freeware is available to anyone.
Shareware: software for which a temporary license is provided without charge to use for evaluating the software. Virtually all such temporary licenses expire after a fixed period of time after which a standard license must be purchased.
Each KU Medical Center department is responsible for assuring that the software running on all computers operated or managed by department employees is appropriately licensed.
No KU Medical Center employee should install, upload, download, or use any software without the informed approval of the Department Head. KU Medical Center employees who make, acquire, or use unlicensed copies of computer software are subject to disciplinary action including suspension or dismissal.
KUMC provides site licenses for Microsoft Windows (desktop versions only, not server versions), Microsoft Office (Word, Excel, PowerPoint, Access), Microsoft FrontPage, Microsoft Publisher, GroupWise, McAfee anti-virus, and Novell Netware.
All other copyrighted software, including all commercial software, running on KUMC personal computers must be licensed. KUMC departments must be prepared to demonstrate licenses for all such software. Proof of purchase of a license is sufficient. The KUMC PeopleSoft Financial Purchasing module has been modified to allow KUMC departments to track all such purchases.
Each KU Medical Center employee who believes that unlicensed software is installed on equipment that he or she uses is responsible for advising the Department Head of that circumstance. Each department head that has reason to believe that unlicensed software is installed on any equipment operated or managed by department employees should either purchase appropriate licenses immediately, remove the software immediately, or consult with the Department of Information Resource's designated Security Administrator to resolve the problem. Information Resource's Customer Support Unit (ext. 8-7995) can provide assistance in removing unlicensed software from desktop computers or servers.
The Department of Information Resources will perform an annual inventory of select software applications running on computers in University departments. This inventory will be performed at the end of November. The Department of Information Resources will provide each department with a listing of software identified in the inventory. Departments are responsible for matching inventory records with purchase records to assure that all software is appropriately licensed. To achieve compliance, departments will need to either purchase a license for, or discontinue using, each unlicensed application identified. Each department will sign a statement confirming that licenses have been identified for all software running in that department within 60 days of receipt of the inventory.
The Department of Information Resources can only perform software inventories on computers that are regularly connected to the network and meet University standards (http://www2.kumc.edu/ir/operationalprotocols/pc_standards.asp). Departments that choose to use non-standard equipment, including Macintosh computers and below-standard Windows computers, will need to inventory their own equipment and provide separate assurance of compliance. Departments will also need to inventory software on all computers not regularly connected to the network including stand-alone PCs, laptops and notebooks, handheld computers (PDAs), and University equipment installed at off-site locations including homes.
For information and clarification regarding this policy, please contact
Associate Vice Chancellor for Information Resources
Chief Information Officer
913.588.7300
Security Administrator
913.588.7316
Approved: July 31, 2001
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