Policy Management 
    
    Apr 22, 2018  
Policy Management
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IT 2.0 - Software Usage Security Policy :


SUMMARY/SCOPE
This policy defines specific procedural elements for obtaining, registering, tracking, and auditing of software.

DESCRIPTION
It is the policy of Edmonds Community College (Edmonds CC) to respect all computer software copyrights and to adhere to the terms of all software licenses to which Edmonds CC is a party. Edmonds CC will take all steps necessary to prohibit users from duplicating any licensed software or related documentation for use either on Edmonds CC premises, or elsewhere, unless Edmonds CC is expressly authorized to do so by agreement with the licensor. Unauthorized duplication of software may subject users and/or Edmonds CC to both civil and criminal penalties under the United States Copyright Act.  

Edmonds CC does not permit any employee or student to use software in any manner inconsistent with the applicable license agreement, including giving or receiving software or fonts from clients, contractors, customers, students, and others.

Edmonds CC users may use software on networks or on multiple machines only in accordance with applicable license agreements.

Edmonds CC Software on Personally Owned Computers

  • Edmonds CC owned software cannot be installed on a personally owned computer if it also resides on an Edmonds CC computer, unless the licensing agreement specifically allows for home use. If a user has a requirement to use Edmonds CC licensed software on their personally owned computer, Edmonds CC must purchase a separate license. Some software companies provide for home use in their license agreements under certain circumstances. If a user needs to use software at home, he/she should consult with the Helpdesk or the Academic Computer Services Manager to determine if the license permits home use. Installing college owned software on a personal (home) computer may subject that computer to audit and ediscovery.

Personally Owned Software on Edmonds CC-Owned Computers

  • Personally owned software can be installed on Edmonds CC-owned computers only with written approval from the Director of Information Technology or their designee. Personal Productivity software maybe installed on mobile devices without prior approval. In recognition of increased productivity, personally owned software that is used to sync personally owned mobile devices may be installed on Edmonds CC computers provided that the license accompanying the software allows for such use.

Audits

  • Audits to confirm compliance may be performed without prior notice. Audits on PCs, laptops, or other mobile devices will be performed through the use of auditing software. The results of the audits will be analyzed by Information Technology (IT), or a certified specialist, and then given to the individual users where appropriate. A copy of the finding may be given to Human Resources if corrective action is deemed necessary. Users will be expected to provide proof of purchase and/or license for all newly identified software or remove the software in question until the appropriate license is purchased.

Penalties and Reprimands

  • Copyright infringement is the act of exercising, without permission or legal authority, one or more of the exclusive rights granted to the copyright owner under section 106 of the Copyright Act (Title 17 of the United States Code). These rights include the right to reproduce or distribute a copyrighted work. In the file-sharing context, downloading or uploading substantial parts of a copyrighted work without authority constitutes an infringement.
  • Penalties for copyright infringement include civil and criminal penalties. In general, anyone found liable for civil copyright infringement may be ordered to pay either actual damages or “statutory” damages affixed at not less than $750 and not more than $30,000 per work infringed. For “willful” infringement, a court may award up to $150,000 per work infringed. A court can, in its discretion, also assess costs and attorneys’ fees. For details, see Title 17, United States Code, Sections 504, 505.
  • Willful copyright infringement can also result in criminal penalties, including imprisonment of up to five years and fines of up to $250,000 per offense.
  • For more information, please see the Web site of the U.S. Copyright Office at www.copyright.gov, especially their FAQ’s at www.copyright.gov/help/faq.

Software Disposal

  • Electronic media will be disposed of according to the Edmonds CC Media Disposal Standard. Surplus software will never be sold. Electronic storage media that is sent to IT will be wiped clean of content prior to its being surplused.

Student Awareness Program

  • Copyright infringement policies will be posted in each Academic computer lab. A copyright policy statement will be included in as part of the student login process. Acceptance of this policy will be required prior to account access.  

Updating Policies and Procedures

  • Periodically the policies and procedures pertaining to software will be reviewed to ensure that all procedures are being followed and that all backup information is in place. Changes to the computer policies and procedures will be made on an as-needed basis.


RELATED POLICIES AND PROCEDURES
IT 2.01pr Procedural Standard for Acquisition, Registration, and Installation

SOURCE INFORMATION
Adapted from the SIIA’s Software Policies for an Organization & Employees.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Finance and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Director of Information Technology & E-Learning

REVIEW PERIOD
3 Years

REVIEW HISTORY
2016-Dec 12 Update and edits

2005-Apr 05 Accepted by President’s Cabinet

2001-Apr 04 Final Draft

 

 



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