Software Policy

Last Updated: Aug 16, 2005
Adopted By:
Department Responsible:
Pertains To:

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Hamline University is committed to following all applicable software copyright laws, and has directed Information Technology Services to be the agent for compliance.  Given limited resources at Information Technology Services’ (ITS) disposal and the complexity of running an enterprise-class network, ITS has adopted the following policy and procedure to ensure that both applicable licensing laws are met and that the overall stability of the University computing environment are maintained. 

• The University agent for all software licenses and software procurement is Computer Support Service (CSS), located in the basement of Bush Library.
• All University-owned support software and all computer lab software must be purchased through Computer Support Services.
• Software purchased directly by departments will not be support by ITS.
• ITS assumes responsibility for procuring and maintaining licensure on campus-wide applications.  Such applications include (but are not limited to) Crystal Enterprise, Crystal Reports, SCT Banner, Microsoft Office Suite, Antivirus, and SPSS.  These applications are provided to all ITS-managed computers on an on-need basis. 
• ITS will act as procurement agent for all teaching applications used in the general computer labs. 
• Departments or colleges are responsible for funding all such procurements.
• Sufficient software licenses must be purchased for the maximum number of students (and faculty) using the software simultaneously plus ten percent (rounded up).  For example, if a class of 25 students will use an application, a license for 28 users (25 plus 10% or 2.5 users, rounded up to 3) must be purchased. 
• ITS will not install applications in the general labs for which ITS was not the procurement agent and the University does own proper licensure.
• ITS will maintain in its possession an original copy of all software licenses used in the computer lab and maintain control of the original media.
• In the event the software manufacturer provides a gratis site or limited site license, a copy of the license release letter must be in possession of ITS.
• ITS will only ensure lab application work within the general lab environment.  Lab applications are installed on faculty/staff machines as a courtesy, and are considered unsupported applications.
• ITS will not install evaluation, demo or limit use (shareware) software on faculty, staff or general lab computers.  Nor with ITS install software on lab computers for a limited duration (such as for a part of a class or conference) and then un-install the software.
  In the event faculty/staff install evaluation, demo or limit use (shareware) software on computers in their respective office, they are responsible to remove the software after the evaluation period or appropriately license the software.
• Faculty/staff may install evaluation/demo software on all DeepFreezed lab computers. The software will automatically be removed from the computer upon computer reboot.

Software Life Expectancy

Over the past few years the computing environment has drastically changed.  The constant threat of viruses and hacks has resulted in a greater pressure to maintain current operating systems with up-to-date patches.  This pressure to maintain current operating systems has resulted in a very finite life expectancy for all software. As a result, ITS has adopted the following policies regarding software life.

• In general, software life expectancy is one Microcomputer Replacement Cycle (or three years). 
• ITS cannot guarantee the lifecycle of any software, as it is possible a critical operating system patch may render a particular software application inoperable.
• Departments/colleges are responsible for funding upgrades to all teaching applications used in the general computer labs.
• Departments/colleges are responsible for funding upgrades to all department-purchased software used on faculty/staff/student worker computers. 
• Whenever ITS changes versions of the operating system used on ITS-managed computers, departments (and colleges) should assume all department-purchased software must be upgraded to current shipping versions.  (For example, when ITS upgrades from Windows 2000 to Windows XP, users should assume they will need to upgrade their version of Adobe Acrobat.)   
• ITS will assume responsibility for ensuring appropriate upgrades all campus-wide applications.

Software Life Matrix

The following matrix outlines current versions of software support by ITS.  The table is broken into three columns:  Unsupported, Extended Support, and Prime Support.

Unsupported – ITS will provide no support for versions of applications found in this column, nor will it re-install unsupported version of applications on ITS-managed computers.

Extended Support – ITS will ensure the application works on a newly rebuilt computer, but does not extensively test the application for inter-operability conflicts with other applications.  Extended support applications are nearing the end of their life cycle.

Prime Support – ITS will ensure the application works on ITS-managed computers. 

 

Title	Unsupported	Extended Support	Prime Support
Adobe Acrobat Reader	4.x or earlier	5.x	6.x
Adobe Acrobat (Full version) Standard or Pro	4.x or earlier	5.x	6.x
Adobe Photoshop Elements	1.x
Ahead Nero Burning ROM	5.4 or earlier		5.51.x
Corel WordPerfect Suite	All versions	Replaced by Microsoft Office	Replaced by Microsoft Office
Crystal Reports	8.0 or earlier	8.5	10.x (Summer 2004)
Enzip	2.x or earlier		3.011
Kermit 95	1.0 or earlier	1.1	Discontinued Fall 2004
Macromedia DreamWeaver/ Fireworks (Studio)	3.x or earlier	4.x	MX (Summer 2004)
Microsoft Access	97 or earlier		2000
Microsoft FrontPage	2000 or earlier		2002
Microsoft Office Suite	2000sp1 or earlier	2000 sp2 (Windows) 2001 (Macintosh)	Office 2003 SP1 (Windows-Summer 2004) Office X (Macintosh)
Microsoft Project	1998 or earlier	2000	2002
Microsoft Publisher	XP/2001 or earlier		2002
Microsoft Visio	All pre-Microsoft versions		2002
NAI MacAfee Antivirus	All Versions	Replaced by Symantec	Replaced by Symantec
NAI Virex	All Versions	Replaced by Symantec	Replaced by Symantec
Novell GroupWise	5.x or earlier	6.0	6.5
Starnet X-win 32	All previous versions		5.4
SPSS	10.x or earlier	11.01	12.x (Summer 2004)
Symantec Antivirus Agent	All		8.x Windows 9.x Macintosh
Wolfram Mathematica	4.0 or earlier