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Software Licensing and Usage Guidelines

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The intention of the Software Licensing and Usage Guidelines is to ensure appropriate usage of software and compliance with existing software agreements, by all members of the University of San Diego community.  The goal of ITS is to embrace all best practices for software usage and allow enough flexibility to serve the needs of faculty, staff and students.

1.0 Data Sources:  A major component of the Software Licensing and Usage Guidelines is data collection.  The data will be used for reporting, monitoring, and decision support.

1.1 Baseline Inventory:  The baseline inventory is a database with information about every computer in use at the University of San Diego, as well as all of the software installed on these machines.  Inventory information will be updated regularly.  The inventory database contains numerous data fields and can be used to track the location of the computers, software usage history, maintenance activities, release and patch update history, and other system-related information.

1.2 Purchase Information:  ITS will keep proof-of-purchase documentation for all software purchased through the ITS department.

1.3 License Certificates:  In most cases, software vendors send license certificates once software is purchased.  ITS will keep these on file to verify that our licensing records match.

1.4 Software Profile Documentation:  ITS will maintain a profile for each software package in use.  The profile will contain contact information for the software vendor, a link to the vendor support website, a record of our registered username and password (if applicable), description of the licensing information, a schedule for updates, maintenance and renewals, as well as serial numbers/keys.  Specific arrangements will be documented for the utilization of the software, e.g. enterprise agreement, software metering, open source, etc. 

2.0 Compliance:  Compliance is an ongoing process and involves information collection and coordination with software vendors.  The information collection will allow us to adequately analyze our current and future needs as a campus in terms of software replacement and new acquisitions.  ITS will proactively work with software vendors to determine the most cost effective licensing arrangement based on our use of the software. 

    2.1 Compliance Documentation:  In order to be fully compliant with our software agreements, ITS will maintain proof of purchase of the license, the license agreement, the software certificate (if applicable), and an accurate record of individual licenses given out to various faculty and staff members, if the agreement is not a site license.  ITS will maintain these records in a database to ensure we do not fall out of compliance.

    2.1.1 ITS will review existing software agreements periodically.  If it appears we are getting close to using all individual licenses for any particular agreement that is not a site license, ITS will research the possibility of negotiating with the software vendor and purchasing more licenses, if deemed necessary.

    2.1.2 If it is discovered that we are out of compliance with an existing software agreement, ITS will take measures to ensure we become compliant immediately.  This could include discovering that software has been installed on more machines than anticipated.  If this is the case, ITS will either a) remove the software from any extra machines, or b) negotiate with the software vendor for more licenses.  If the latter, the department(s) using the extra licenses could be asked to contribute to the expense of purchasing more licenses.

3.0 Program Support

    3.1 Reports:  ITS relies on the accuracy of reports in order to make sound decisions on software agreements and renewals.  The reports include information on software, licenses and utilization, and are generated from the Kbox asset management system.  There are numerous reports that can be generated from the Kbox system.  Some include:

    3.1.1 Software License Compliance – For software with license key seats greater than 0, report the current deployed seats.

    3.1.2 Computer Inventory Detail – Detailed listing of all computers on the Kbox network with full field detail.

    3.1.3 Kbox Communication – This report lists by day the latest communication from computers on the network.  It is sorted so that machines that have not checked in recently are at the top of the report.

    3.1.4 Software Inventory by Vendor – Software inventory listing grouped by vendor showing number of seats deployed.

    3.1.5 Software on Computer – Listing of all software on each computer in the Kbox network.

    3.1.6 Software Title and Version – Computer list:  This report lists the computers having each software title in inventory.

    3.1.7 Software Titled Deployed Count – Software inventory listing sorted by software title showing number of seats deployed.

    3.2 Communication:  A goal of ITS is to increase awareness among faculty and staff about appropriate use of software.  Specific information about our asset management system (Kbox) will be provided to all users so that they understand what ITS is tracking and how the information is reported.  Communication will be done in a variety of formats including email distribution, transparency of our guidelines and processes on our website ( , and in some cases, facilitated presentations.  If your department would like more information on software usage and compliance, please contact us at and we will be happy to set up a meeting.

    3.3 Software Distribution:  Any ITS-funded software which can be distributed to staff or faculty, under a licensing agreement with the vendor, will be documented by ITS.  In order for a requestor to receive the software, they will need to complete the required request form.  This will trigger the assigning of a license to the requestor (and thus adding a record to our database) and a ticket will be created to have the software installed.

    3.4 Home Use Software:  ITS currently has Home Use or Work-At-Home Rights for Adobe programs, Microsoft Office and Symantec Anti-Virus.  If you leave the university, you will be required to remove any at-home programs from your home computer before your employment is terminated.

    3.4.1 Adobe:  Please contact to obtain a Work-At-Home Rights agreement to sign.  Bring a blank CD or DVD to Maher 187 for a copy of the program you’re requesting.

    3.4.2 Microsoft Office:  Visit the Microsoft page request information on the Home Use Program. There is a $9.95 fee for use paid directly to Microsoft.

    3.4.3 Symantec Anti-Virus:  Visit the Symantec page to download a copy to your home computer.  You will be asked to sign an electronic agreement.

4.0 Licensing Arrangements and Definitions

    4.1 Concurrent use licenses require the purchase of a sufficient number of licenses based on estimates of how many computers are actually using the software at any one time and generally are accompanied by or require “license manager” software.  For example, if ITS only has 20 concurrent use licenses for a particular software program, no more than 20 users can access that software at the same time.

    4.2 Enterprise Campus (site) licenses require a set fee to be paid, either a flat rate unrelated to the number of computers or, more commonly, on a scale based on the number of computers or other devices attached to the network, or on the number of students, faculty and staff at the University of San Diego.

    4.3 Workstation licenses require the purchase of an individual license for every computer on which the software is made available.  These are in limited quantity.