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Software and Cloud Computing Services

  1. PURPOSE

Stevenson University can be liable for any improper or illegal use of software and cloud computing services, including hosted applications, software-as-a-service, platform-as-a-service and out-sourced information technology services.

  1. SCOPE

This policy applies to:

  • All technology services used for Stevenson University activities, operations and other official functions.
  • All software on devices owned and managed by Stevenson University, excepting mobile phones and tablets for specific sections of this policy.
  1. DEFINITIONS
  • Cloud computing service: Any function provided by an agreement with an external organization that includes the ability to store or transmit electronic information.
  • Software: Any code, program or application designed to perform specific functions on a device.
  • Technology resource: Any device, software or service that stores or transmits electronic information as part of its function.
  • Device: Any equipment or hardware that stores or transmits electronic information. This includes computers, mobile devices, network equipment, phones, and server systems.
  1. POLICY
  • Responsibilities
    • The Office of Information Technology (OIT) administers and supports core software and services used by all university users.
    • Other University groups that manage additional services or software needed to support specific business or academic operations must coordinate with OIT in all phases: acquisition, maintenance and support, renewal, disposal and termination.
  • Acquisition
    • Before any service or software is acquired (purchase, licensed, gift, etc), it must be approved by the appropriate department head and the Chief Information Officer (or designated representative). Software and services on Stevenson managed mobile phones and tablets are exempted.
    • Evidence of legal acquisition must be kept. Records should be stored, readily retrievable, and should include statements of all licenses in use, license counts, locations where services or software are installed or available, to whom assigned, and sub-license statements where required.
    • The purchaser does not become the owner of the software, service and/or copyright. Rather, the purchaser will have certain restrictions imposed by the owner. The precise rules are described in documentation and/or license.
  • Maintenance and support
    • OIT must be notified before any approved service or software is added to Stevenson technology resources. Software and services on Stevenson managed mobile phones and tablets are exempted.
    • OIT will determine how additional services or software will be supported. Some additional services may have limited support from OIT. In other cases, OIT will not provide support.
    • Software and services must be configured within the restrictions defined by licenses or agreements with vendors.
    • Installations should be documented so that it is clear what was installed, when, and by whom.
  • Renewals: Licensing or contract renewals must be approved by the appropriate department head and the Chief Information Officer (or designated representative).
  • Pre-existing licenses or contracts: Any software or service acquired before the effective date of this policy will be subject to the policy provisions upon the next renewal.
  • Disposal and termination
    • The purchaser is responsible for removing software and services when the licenses or contracts expire.
    • The purchaser is responsible for updating any licensing or purchase documentation that was provided when it was acquired.
  • Unauthorized software and services
    • The following types of software are not allowed on any Stevenson technology resource:
      • Pirated software. This includes any software copied or downloaded in violation of the software license.
      • Software with expired licenses.
      • Unapproved freeware or shareware.
  1. ENFORCEMENT: See OIT Enforcement Policy.

(Approved May 2020)

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