• help and training
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    • Purchase New Hardware & Software
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    • Lotus Notes/Notes @ Home
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  • policies
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Software Licensing

The following information is intended to provide general guidelines for the purchasing, licensing and use of computer software. When you purchase software it is typically intended for one computer only, however there are some licenses that may allow you to have a copy at work and at home. It is extremely important and your responsibility to know the rules regarding the proper use of software.

It is not appropriate to "share" or "borrow" software. Software that is purchased is intended to be installed by the purchaser on one specific computer. Even if you are not using the software on that specific computer, it cannot be installed on another computer (unless otherwise stated in the license).

The office of RISK MANAGEMENT AND AUDIT SERVICES (RMAS) has provided the following outline as a "best practice" in relation to software licensing:

http://vpf-web.harvard.edu/rmas/best_practices.html#infosys_1

HKS IT purchases and maintains the following software:

  • All network operating system software that resides on central systems (email servers, etc.) in IT
  • Microsoft Office for HKS faculty and staff (one copy per user can be used in the office and at home)
  • McAfee anti-virus software (one copy per user for the office and an additional copy for home)
  • Lotus Notes software
  • Other miscellaneous software including programs installed in our student lab

IT maintains purchasing records and a master log for the above software. If you have a need for software that is not on this list, it is your responsibility as an individual user (or dept) to purchase, license and maintain the software. IT is willing to negotiate a better deal for you, especially if you are interested in multiple copies. Note: It is important to keep a copy of the invoice and licensing agreement together in a file in case you are audited. Most licenses are for one computer only unless stated otherwise.

University Personnel Manual and Using University Software

Harvard's personnel manual specifically states the policy on the usage of university-owned software. Please take the time to read section 2.6.E as it clearly states your responsibility regarding software licensing. The manual can be found on Harvie at:

http://harvie.harvard.edu/policiesandcontracts/staff/persmanual/sec2/sec2privacy.shtml

HKS Information about Software Licensing

http://www.ksg.harvard.edu/is/fs/responsible_use.htm

Harvard's Site on Purchasing Software

http://www.uis.harvard.edu/enterprise_licensing/

 

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