Software Management Policy

By June 20, 2015

 

The Independent School District No. 4 of Rogers County, Oklahoma (Oologah-Talala Public Schools) licenses the use of computer software from many vendors and developers. With limited exceptions, Oologah-Talala Public Schools does not own the software or related documentation. Unless specifically authorized by the licensor, neither Oologah-Talala Public Schools nor any employee or student of Oologah-Talala Public Schools has a right to make copies of the computer software or documentation except for backup or archival purposes.

It is the policy of Oologah-Talala Public Schools to respect the proprietary rights of owners of computer software and to comply with all terms and conditions contained in license agreements, to promote responsible management of Oologah-Talala Public Schools’ software assets and to protect the integrity of Oologah-Talala Public Schools’s computer system.

Policies and Procedures

1. General Guidelines
Oologah-Talala Public Schools will make every effort to provide sufficient quantities of legally acquired software to met the legitimate needs of is students, faculty, and staff. The superintendent is charged with responsibility for enforcing these guidelines and will appoint a software manager who will be responsible for the day-to-day administration of this policy.

2. Illegal Copies
The unauthorized duplication of software or documentation is a violation of the law and is expressly prohibited. Unauthorized duplication of computer software may subject the person responsible to civil and criminal penalties under the United States Copyright Act of 1976.

If the license agreement for a particular software program permits an addition copy too be placed on the portable computer or home of the principal user, that user must obtain the approval of the software manager before additional copies are made.

3. User Responsibility
The software manager will provide any computer user with access to license agreements specifying the conditions and terms of software use so that users will understand the specific restrictions for each software program utilized. It is the responsibility of the software manager to ensure and document that there is a valid license for each authorized software program on district computers. It is the responsibility of each computer user to ensure that no unauthorized software programs are loaded on his or her computer. If a particular computer is shared among more than one computer user, the software manager shall assign the computer to a primary user who will be responsible for ensuring compliance with this policy.

4. Software Acquisition
Software may not be purchased without the approval of the software manager. The software manager shall maintain records for all software purchased by Oologah-Talala Public Schools, which must include a copy of the purchase order; the location and serial number of the computer upon which software is installed, where applicable; the software serial number; and a copy of the software license agreement. Software may not be purchased by a faculty or staff member using private funds. The restrictions on software acquisition and to facilitate support and upgrades of the software as needed.

5. Registration of Software
It is the policy of Oologah-Talala Public Schools to register all software purchased and in use by the district. The software manager is responsible for on-line registration or for completing the registration card and returning it to the software licensor within a reasonable time following installation of new software programs. Software is to be registered in the name of the district.

6. Software Storage
The software manager is responsible for storing all district-owned software in secured storage areas. The software register should note the existence and location of original and backup copies of all software programs.

7. Installation of Software
All software must be installed by or under the supervision of the software manager in strict compliance with restrictions defined in the applicable license agreement. The software manager must document all installations in the software register to clearly reflect the software program installed, the date of installation, and the name of the person installing the program. All software obtained from other than commercial sources should be carefully examined to ensure that the software is free from viruses before installation in a district computer. No student should ever be authorized to install computer software, bring disks from home, or tamper in any way with district software. It is the responsibility of faculty members, with the support of the software manager, to monitor student use of the computers and to review all policies and procedures with students regarding software and the acceptable use of the district’s computer resources.
8. Internal Controls
The software manager will make frequent and periodic assessments of software use, including announced and unannounced audits of district computers to ensure that the district is in compliance with all software licenses and to remove any software found on district computers for which a valid license or proof of license cannot be determined. As a part of random audits, the software manager will search for computer viruses and eliminate any that are found. Following each audit, the software manager will make appropriate entries on the software register to reflect any additions or deletions in the inventory.

9. Violations of Software Management Policy
A violation of this Software Management Policy may result in disciplinary action being taken, including, as to students, disciplinary action under the district’s student discipline policy, and, as to employees, any such discipline as may be allowed by law up to and including termination of employment.