Information Technology Services

I. Position Description

A. Purpose / Functions of a Software Licensing Contact:

The Software Contact is the liaison between the Department (staff, faculty and student employees) and Software Licensing personnel regarding software licensing questions, ordering, reinstalling and miscellaneous information regarding software licenses.

The Software Contact for the Department is responsible for the ordering, tracking and compliance of software licensing issues for all department owned computers (used by staff, faculty and student employees machines).

Each department selects the person or persons they wish to serve as the Software Contact(s). This person is usually the person that has knowledge of the budget, or can get approval for purchases made by the department. In most cases it will be the main or head secretary, the accounting technician, or possibly a half-time staff member under supervision of the department head or lead secretary.

B. Expectations:

Expectation #1:

To place software orders, upon approval, for licenses requested by department staff, faculty and student employees via the online order forms.

Expectation #2:

Keep accurate records of all software licensing purchases from all sources to assure department's software licensing compliance. This can be accomplished by use of specific files, spreadsheets and/or databases. Records management includes the HECN Software Licensing Program, Varsity Mart and any outside software reseller where licenses are purchased for department owned machines.

Expectation #3:

Dissemination of information received from HECN Software Licensing Program personnel regarding software licensing issues - for example:

• annual software renewal notices
• expiration dates for licenses
• new product offerings
• licensing changes
• software compliance
• website addresses for product information requested by staff, faculty or student employees

Expectation #4:

Other duties that may be assigned by your department in regard to the ordering, tracking and compliance of software licenses.

II. Software Compliance

A. Record Keeping/License Tracking

There are a number of solutions available to Software Contacts that will aid you in the Tracking of Licenses.

Each department may develop the system that works best for them.

• Spreadsheets like Excel, containing information on the software, who it is for and how it was purchased/paid
• Database like Access containing information on the software, who it is for and how it was purchased/paid
• Folder containing copies of the orders and information on the software, who it is for and the IDB, invoice, or cash receipt showing payment.