MetroED Software Usage Guidelines

1. General Statement of Policy.It is the policy of MetroED to respect all computer software copyrights and to adhere to the terms of all software licenses to which MetroED is a party. MetroED will take all steps necessary to prohibit users from duplicating any licensed software or related documentation for use either on MetroED computers or elsewhere unless MetroED is expressly authorized to do so by agreement with the licensor. Unauthorized duplication of software may subject users and/or MetroED to both civil and criminal penalties under the United States Copyright Act.

MetroED must not permit any employee to use software in any manner inconsistent with the applicable license agreement, including giving or receiving software or fonts from clients, contractors, customers and others.

2. User Education.MetroED must provide and require a software education program for all of its software users.Upon completion of the education program, users are required to sign the MetroED’s Employee Personal Computer Software Usage Guidelines.New users will be provided the same education program within 30 days of the commencement of their employment.

3. Budgeting for Software. When acquiring computer hardware, software and training, MetroED must budget accordingly to meet the costs at the time of acquisition.When purchasing software or existing computers, MetroED must charge the purchases to the department’s budget for information technology or an appropriate budgets aside for tracking software purchases.

4. Acquisition of Software. All software acquired by MetroED must be purchased through the IT department. Software may not be purchased through corporate credit cards, petty cash, personal checks or credit cards. Software acquisition channels are restricted to ensure that MetroED has a complete record of all software that has been purchased for MetroED computers and can register, support and upgrade such software accordingly.This includes software that may be downloaded and/or purchased from the Internet.

5. Registration of Software. When MetroED receives the software, the IT department must receive the software first to complete registration and inventory requirements before installation.In the event the software is shrink-wrapped, the IT department is responsible for completing the registration card and returning it to the software publisher.Software must be registered in the name of MetroED.Due to personnel turnover, software will never be registered in the name of the individual user.The IT department will keep a library of software licenses.The register must contain:a) the title and publisher of the software; b) the date and source of software acquisition; c) the location of each installation as well as the serial number of the hardware on which each copy of the software is installed; d) the existence and location of back-up copies; and e) the software product’s serial number.

6. Installation of Software After the registration requirements above have been met, the software will be installed by the IT Department.Once installed, the original media will be kept in a safe storage area maintained by the IT department.User manuals, if provided, will reside with the user.

7. Home Computers and LaptopsMetroED computers are district-owned assets and must be kept both software legal and virus free.Only software purchase through the procedures outlined above may be used on MetroED’s machines.Users are not permitted to bring software from home and load it onto MetroED’s computers. Generally, District-owned software cannot be taken home and loaded on a user’s home computer if it also resides on MetroED’s computer.If a user is to use software at home, MetroED will purchase a separate package and record it as an district-owned asset in the software register. However, some software companies provide in their license agreements that home use is permitted under certain circumstances.If a user needs to use software at home, he/she should consult with the IT department to determine if appropriate licenses permit home use.

8. Shareware. Shareware software is copyrighted software that is distributed via the Internet.It is the policy of MetroED to pay shareware authors the fee they specify for use of their products.Under this policy, acquisition and registration of shareware products will be handled the same way as for commercial software products through the IT department.

9. Yearly Audits.The IT department will conduct annual audits of all MetroED’s PCs and servers, including portables, to ensure that MetroED is in compliance with all software licenses.Surprise audits maybe conducted as well.Audits will be conducted using an auditing software product.Also during the audit, MetroED will search for computer viruses and eliminate any that are found.The full cooperation of all employees is required during audits.

10. Penalties and Reprimands.According to the US Copyright Act, illegal reproduction of software is subject to civil damages of as much as $150,000 per title infringed, and criminal penalties, including fines of as much as $250,000 per title infringed and imprisonment of up to five years.A MetroED user who make, acquires, or uses unauthorized copies of software will be disciplined as appropriate under the circumstances.Such discipline may include termination of employment. MetroED does not condone the illegal duplication of software and will not tolerate it.

Approved:4-16-03

Revised:

Related Policies and Exhibits:

BP 4042Software Policies