University Policy #119

Software Adoption Policy

Initially approved: August 24, 2015

Policy Topic: Information Technology

Administering Office: Division of Information Technology/Office of the CIO

I. POLICY STATEMENT

It is the policy of Western Carolina University (“WCU” or the “University”) to ensure that its software assets are developed and used in compliance with all applicable software licensing laws and agreements and consistent with its responsibilities as a steward of the resources of the State of North Carolina.

II. SCOPE AND APPLICATION

This policy shall apply to the acquisition and/or adoption of software under any one or more of the following circumstances:

a. Payment for the software comes from state/institutional funding sources;

b. The software will be used regularly by multiple WCU employees or recognized student organizations;

c. The software is intended for use by students as a sustained part of their class(es), curriculum(s) or program(s);

d. The software integrates with other enterprise-level applications (e.g., Banner, Blackboard, Web CMS);

e. The software will utilize WCU authentication/identify management;

f. The software makes public use of the WCU name or brand; or

g. The software makes use of sensitive, confidential or privileged data or information.

Additionally, the acquisition and/or adoption of software shall be subject to all of the requirements of the following University Policies, accessible in Section V below:

  1. University Policy #52: Use of Computers and Data Communications;
  2. University Policy #62: Contract Review and Execution;
  3. University Policy #67: Computer Hardware, Software, and Services Standards;
  4. University Policy #95: Network Security and Access Control; and
  5. University Policy #97: Data Security and Stewardship.

III. DEFINITIONS

Academic Software. For purposes of this policy, “academic software” means software that will be used by students or faculty on their personal computers or in student labs.

Acquisition. “Acquisition” means a software asset that is purchases or obtained (e.g., software that is sold for a fee or for free-ware).

Administrative Software. For purposes of this policy, “administrative software” is software that is utilized by a department or individual to assist with non-academic duties.

Adoption. For purposes of this policy, “adoption” means the purchase, by either WCU or personal funds, or download of free software to be used academically, administratively, or for the purposes of research/scholarship/creative works.

Application. See also “software.”

Enterprise Software. For purposes of this policy, “enterprise software” means software that would be used by multiple individuals (either persons or departments/divisions). It may have additional requirements or limitations on its use. For example it may be required to interface with existing software on campus (Banner, Blackboard, etc.) or be limited to certain authorized users (either individuals or organizations).

License. For purposes of this policy, “license” means a legal instrument which governs the use or redistribution of software.

Licensing. “Licensing” means the sale of a license.

Research Software. For purposes of this policy, “research software” means software utilized by employees for research, scholarship, assessment or creative works.

Software. “Software” means a computer program or collection (suite) of programs that can be installed on personal computers, mobile devices such as tablets or smartphones, or on a server environment (either within WCU or hosted elsewhere). See also “enterprise software”.

IV. ACQUISITION/ADOPTION PROCEDURES

4. 1 Employees or University administrative units (i.e., divisions, departments, offices) who are purchasing software must first contact the WCU IT Help Desk at (828) 227-7487 prior to making the purchase.

4.2 The uses of software on campus are highly diverse. In recognition of this diversity, the Division of Information Technology agrees to the timely facilitation of a customized intake process that indicates appropriate steps for software acquisition, adoption, and approval.

4.3 Oversight of the software acquisition process will be managed by the appropriate unit within the Division of Information Technology, as designated by the Chief Information Officer.

4.4 The employee or administrative unit acquiring or adopting software must adhere to the licensing agreements provided by the vendor and other governing bodies.

4.5 Employees acquiring or adopting software must adhere to all applicable WCU and UNC-General Administration policies.

V. POLICY REVIEW

This policy will be reviewed annually by the Information Technology Leadership Council.

VI. RELATED POLICIES AND RESOURCES

University Policy #52: Use of Computers and Data Communications

University Policy #62: Contract Review and Execution

University Policy #67: Computer Hardware, Software, and Services Standards

University Policy #95: Network Security and Access Control

University Policy #97: Data Security and Stewardship

Division of IT Website

Office of Web Services