Software Policies

IT Services Software Purchasing Policy

Software purchases are divided into four categories and are handled a little differently for each. It is highly encouraged that anyone seeking to make a software purchase or use a free software product that they are unsure of consult with the Software Manager before doing so. These categories have been outlined below:

Information Technology Acquisitions (ITA)

All forms mentioned below can be found on the Software Purchasing page.

  • For all software purchased for any department within the University Libraries, Purchasing will make a copy of the ISR and the ULFS screen of the order and give it to the Software Manager.
  • All purchases from ITA requires that the Departmental Software Order Form be completed by the purchaser and provided to Purchasing before the order can be processed.  It is not the responsibility of Purchasing to complete this form.
  • All Microsoft purchases require the Microsoft License Agreement to be completed and signed by the Software Manager or Director of IT Services.  It is not the responsibility of Purchasing to complete this form.
  • All Mac OS X purchases prior to 10.9 require the Mac OS X License Agreement to be completed and signed by the Software Manager or Director of IT Services.  It is not the responsibility of Purchasing to complete this form.
  • Other software requiring special forms follow the same guidelines as the Microsoft and Mac forms.  It is not the responsibility of Purchasing to complete these forms.  This software includes:
    • ESRI
    • Matlab
    • SAS – Administrative Use
    • SAS – Teaching & Research
    • SPSS (Teaching & Research)
    • Camtasia
    • EndNote (Free) – Agreement must be signed by end-user and turned into the Software Manager to keep on file
  • Once the Software Manager receives the CD(s) and Key the purchaser will be contacted for pickup and they will sign the copy of the ISR showing receipt.
  • Once the License Confirmation is received by the Software Manager, a copy will taken to Purchasing and sign off on the purchase as a completed transaction.

Other Software Purchases (Non-ITA)

  • For all software purchased for any department within the University Libraries, Purchasing will make a copy of the ISR or PO (if applicable) and the ULFS screen of the order and give it to the Software Manager.

OEM Software

  • For all purchases which may contain OEM software, please inform the purchaser that they need to contact the Software Manager regarding the OEM software.  For example, new computers come with an OEM version of Windows.  If there are any questions about what needs to be tracked please contact the Software Manager.

Apps

  • For iOS devices, please refer to the Tablet Policies on the purchasing of Apps.
  • For OS X machines, more information coming soon…

All software loaded on machines or devices owned by Virginia Tech falls under the Acceptable Use Policy of Virginia Tech (http://www.vt.edu/about/acceptable-use.html). Any violation of the Library’s policies is a violation of the Acceptable Use Policy.