PROCESS:

Legal Compliance and Authorized Use

  • KSU will maintain only legally licensed software on its computers and networks. All software is protected under U.S. copyright laws from the time of its creation.
  • Unless otherwise provided in the software license, the duplication of copyrighted software is a violation of U.S. Copyright Law and this policy. This does not prohibit duplication for backup and archival purposes if permitted by the license.
  • Users may not knowingly use software for which KSU lacks an appropriate license.
  • Users must not loan or give away any software licensed to KSU.
  • Any user who becomes aware of the use or distribution of unauthorized software at KSU must immediately notify their supervisor or the Information Technology (IT) Help Desk.

Software Asset Management

  • As part of its software management process, KSU will conduct periodic, random reviews of university computers and networks to ensure license compliance.
  • Users may be held responsible for the existence of any unlicensed software on their university-assigned computer.

Software Procurement

  • All software purchases must follow KSU procurement procedures and must be reviewed and approved by the Department of Information Technology (IT) prior to purchase.
  • Prior to purchasing software, the requesting department or user must ensure the following:
  • The software aligns with the University's strategic plan.
  • The software is used strictly according to its license requirements.
  • The software does not adversely affect the operation, security, or traffic of the university network or conflict with other university software.
  • The department has assigned resources to operate the software.
  • All expenses beyond the purchase price, including installation, future upgrades, and maintenance, are understood and included in budget planning.

Violations and Sanctions