Software licences

IT Services is often asked "Does the University have a site licence for - ?" The question is not as simple as it sounds and the topic is highly contentious and complex. Most of the software that is supplied to users by IT Services is not site-licensed as such, but bought in bulk, sometimes under an educational deal; licences are then passed on to individual users. Contrary to a commonly held belief, in most cases - even if you have bought your software through IT Services - you (and not IT Services) are the licensee.

All users within the University are responsible for ensuring that the software on their computers is licensed; IT Services does not maintain records of software licences. If you obtain your software through IT Services you can assume that the copy you receive is licensed. What you then do with that copy is your responsibility. In almost all cases you should install the licensed copy on one machine only. This means:

you should not pass your copy to colleagues or students
when you pass your computer on to someone else you should remove all licensed software from it
when you leave the University, you should not take the software with you unless it is licensed to you personally

Certain manufacturers permit you to install the same copy on your office and your home computer, provided that you are the main user of both. One manufacturer that does not permit this is Microsoft, although they give limited permission for use of second copies of software on portables. The prohibition on passing your copy to colleagues or students applies even to packages which IT Services distributes free of charge. We are obliged to keep a record of how many users there are, so each person who obtains a copy should do so through IT Services, and sign and return a copyright declaration form.

Note also that there are restrictions on who can use software which is distributed free or at a reduced "educational" fee. You must always read the licence conditions and ensure that you qualify for the free or reduced-rate licence. One example is the statistical software SPSS. We buy and distribute an annual licence for SPSS under the CHEST deal. We pay a reduced fee for a purely educational licence, which means it can be used for teaching students in the University and in research by University staff and students. It may not be used for projects where you are providing consultancy or training for clients outside the University.

A final warning concerns the use of "evaluation" copies of commercial software. Even if the software goes on working beyond the term of the evaluation period, it is illegal to continue using it. At the end of the evaluation period you should either delete the software or pay for it. In this connection you should take note of the difference between shareware and freeware products. Shareware products are often obtainable from the web in the same way as freeware, but you are required to pay if you decide to keep and use the product.

This article has dealt with this topic only in broad general terms. IT Services will be updating its procedures for the distribution and use of licensed software. It will be useful if users can give some thought to their current procedures for recording and overseeing the use of copyright software in their areas, and notify IT Services of any difficulties and suggestions.