All software must be legally licensed before it may be installed. Proof of purchase (purchase orders, receipts, invoices or similar documentation are acceptable) must be maintained by individuals or departments for all non-IT provided software that is installed on a district owned computer. Vendors may require proof of purchase during an audit, and technical support staff may ask for proof of purchase before software can be reinstalled on a computer that has been reimaged or rebuilt.
Software licensing can be a confusing subject. There are different types of licenses and licensing contracts, and different vendors may use different terms to describe their licenses. Here are some key terms to help you navigate through these murky waters.
Before purchasing any software, be sure that you are aware of the End User License Agreements (EULAs). Questions about the EULA should be directed to the Director of Curriculum or Chief Information Officer.
Some things to consider when purchasing software or using free software online:
- Never share passwords to district owned software with anyone outside of the district.
- Never upload email addresses of either staff or students to free cloud software.
Types of licenses
Most software licenses are "proprietary" licenses, meaning the software publisher grants a license to use one or more copies of software, but that ownership of those copies remains with the software publisher. The user must accept the license before they are permitted to use the software.
End User License Agreement (EULA)
These are licenses that permit the installation of an application on a single computer. You may not install the software on more than one machine unless you purchase a license for each additional machine. Most workstation license agreements allow you to make a single backup copy of the software as long as that backup copy is used only to restore the software onto the same machine, or a separate machine if the software is removed from the original computer.
Concurrent use license
These are licenses that permit you to install the software onto multiple machines as long as the number of computers using the software at the same time does not exceed the number of licenses which you have purchased. Concurrent use licenses are usually used in conjunction with "license manager" software that prevents the number of licenses from being exceeded.Site licenses
A site license permits the use of software on any computer at a specified site. Unlimited site licenses allow the installation of software on any number of computers as long as those computers are located at the specified site. Some site licenses permit the installation on computers owned by a particular entity regardless of the physical location. Some vendors refer to their licenses as site licenses but restrict the number of computers on which the software may be installed. The only way to know for sure is to read the license specifics.
These are licenses without expiration dates, which permit use of the software indefinitely, without requiring a recurring fee for continued use. Most software that individuals buy for use on their home computers are perpetual licenses.
These are licenses that "lease" the software for use for a specified period of time, usually annually or sometimes bi-annually. Users are required to remove the software from their computer if they cease paying the license fee.
License with Maintenance
Some license agreements allow the user to purchase "maintenance" or "software assurance" along with the original license fee, which entitles the user to receive new versions of the software for one to two years until the maintenance agreement expires.