1. Purpose

This policy establishes guidelines for the acquisition, licensing, downloading, and use of software applications at Spalding University. It is designed to ensure responsible stewardship of University resources, maintain software license compliance, protect institutional data and systems, and provide clear direction to all faculty, staff, and students regarding the proper channels for obtaining and using software.

2. Scope

This policy applies to all Spalding University faculty, staff, students, contractors, and any other individuals who access University systems, networks, or devices. It covers all software and applications, whether commercial, open-source, freeware, or cloud-based (SaaS), that are used in connection with University business or operations.

3. University-Provided Software & Applications

Spalding University, through the Information Technology (IT) Department, provides access to a curated set of software applications and tools that have been identified as necessary for the University's day-to-day academic and administrative operations.

3.1 Standard University Software

The IT Department maintains a catalog of approved, University-licensed software available to eligible faculty, staff, and/or students. This catalog represents tools that have been vetted for security, compatibility, and institutional need. Examples may include, but are not limited to, productivity suites, communication platforms, learning management systems, and administrative tools.

3.2 Licensed Software with Restricted Access

Some software and applications are subject to limited licensing agreements that restrict the number of users or seats available. In such cases, access will be granted only to individuals or departments that have been identified as having a legitimate and necessary need for that software. License assignments are managed by the IT Department in coordination with department leadership.

Important: License-Restricted Software

Not all University software is available to every user. If you believe you require access to a license-restricted application, please contact your department head or the IT Department to discuss your needs and determine availability.

4. Additional Software & Licensing Needs

The University understands that departmental or individual workflows may occasionally require software beyond what is provided in the standard IT catalog. The following guidelines apply to such situations:

4.1 Departmental Budget Responsibility

Any software, application, or licensing costs not covered by the University's standard IT catalog must be funded through the requesting individual's or department's own budget. This includes:
• Additional user licenses for existing University software
• New software titles not currently in the IT catalog
• Upgrades, premium tiers, or add-ons to existing software
• Subscription renewals for department-specific tools

4.2 Approval Process

Prior to any purchase of software or software licensing, the requesting department must:
• Obtain appropriate budget approval from their department head or budget authority
• Follow the University's standard procurement and purchasing procedures
• Engage the IT Department for a consultation prior to finalizing any purchase (see Section 5)

Reminder: No Unauthorized Purchases

Software must not be purchased, subscribed to, or downloaded using personal payment methods with expectation of reimbursement unless prior written approval has been obtained through the appropriate departmental and procurement channels.

5. IT Department Consultation & Support

The IT Department is a resource and partner for all software-related decisions across the University. Faculty and staff are strongly encouraged to engage IT before committing to any new software solution.

5.1 Available Consultation Services

The IT Department is available to provide guidance and consultation on:
• Evaluating whether an existing University tool can meet your needs
• Assessing the security and compliance posture of prospective software
• Comparing software options and identifying the most cost-effective solution
• Identifying licensing models that align with your budget and usage requirements
• Compatibility assessments with existing University infrastructure

5.2 Finding Alternatives

If a department or individual is seeking a software solution to address a specific operational need, the IT Department can assist in identifying alternative tools — including options already covered under existing University licenses — that may fulfill the requirement at no additional cost. Departments are encouraged to consult with IT before incurring any new software expenses.

To request an IT consultation, please submit a support ticket through the University IT helpdesk portal or contact the IT Department directly.

6. On-Premise Software & Application Installations

Certain software applications require an on-site ("on-premise") server instance or dedicated infrastructure to function, rather than operating entirely through cloud-based or hosted services. These installations carry significant implications for University hardware, network infrastructure, security, and ongoing maintenance costs.

6.1 Mandatory IT Involvement

For any software or application that requires an on-premise instance to operate, the IT Department MUST be informed and actively involved in the evaluation and decision-making process before any purchase, agreement, or installation takes place. This requirement is non-negotiable and applies to all departments and individuals.

On-Premise Software Requirement

If a software solution requires local server hosting, on-site hardware, or any form of on-premise infrastructure, you must contact the IT Department before proceeding. Failure to do so may result in unapproved hardware costs, security vulnerabilities, and potential non-compliance with University technology standards.

6.2 Reasons for IT Involvement

IT involvement in on-premise decisions is required due to the potential need for, and impact on:
• Server hardware procurement, configuration, and ongoing maintenance
• Network infrastructure changes, firewall rules, or bandwidth requirements
• Data storage, backup, and disaster recovery planning
• Cybersecurity review and risk assessment
• Compliance with University data governance and information security policies
• Integration with existing University systems and identity management platforms
• Total cost of ownership analysis, including hardware, licensing, and support costs

6.3 On-Premise Request Process

Departments seeking an on-premise software solution must submit a formal request to the IT Department that includes, at minimum: a description of the software and its intended use, the vendor's technical requirements, anticipated user base, and any known costs. IT will work collaboratively with the department to assess feasibility and identify the best path forward.

7. Prohibited Actions

The following actions are strictly prohibited under this policy:
• Downloading, installing, or using unauthorized software on University-owned devices or networks
• Circumventing software licensing agreements or using a single license for multiple users in violation of the license terms
• Purchasing or subscribing to software without appropriate departmental approval and IT consultation
• Installing on-premise software or infrastructure without the knowledge and involvement of the IT Department
• Using personal software licenses for University business purposes without prior IT approval
• Sharing licensed software credentials or access with unauthorized individuals

8. Policy Compliance & Enforcement

Compliance with this policy is the responsibility of all Spalding University community members. Department heads and supervisors are responsible for ensuring that members of their teams are aware of and adhere to this policy.

Violations of this policy may result in removal of software access, financial liability for unauthorized purchases or licensing fees, and disciplinary action up to and including termination of employment or academic enrollment, in accordance with applicable University policies and procedures. The University reserves the right to remove any unauthorized software from University-owned devices without prior notice.

9. Contact Information

For questions, consultations, or to report a software-related concern, please contact the Spalding University IT Department:

IT Helpdesk Portal Available via the Spalding University intranet portal
Email techsupport@spalding.edu

10. Policy Acknowledgment

All faculty, staff, and applicable contractors are required to acknowledge receipt and understanding of this policy. Acknowledgment forms are managed by Human Resources in coordination with the IT Department and are to be completed upon hire and following any material policy update.