Policy Management 
    Mar 02, 2024  
Policy Management
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IT 2.0 - Software Usage Security Policy :

This policy defines specific procedural elements for obtaining, registering, tracking, and auditing of software.

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

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

EC users may use software on networks or on multiple machines only in accordance with applicable license agreements.

EC Software on Personally Owned Computers

  • EC owned software cannot be installed on a personally owned computer if it also resides on an EC computer, unless the licensing agreement specifically allows for home use. If a user has a requirement to use EC licensed software on their personally owned computer, EC must purchase a separate license. Some software companies provide for home use in their license agreements under certain circumstances. If a user needs to use software at home, he/she should consult with the Helpdesk or the Academic Computer Services Manager to determine if the license permits home use. Installing college owned software on a personal (home) computer may subject that computer to audit and ediscovery.

Personally Owned Software on EC-Owned Computers

  • Personally owned software can be installed on EC-owned computers only with written approval from the Director of Information Technology or their designee. Personal Productivity software maybe installed on mobile devices without prior approval. In recognition of increased productivity, personally owned software that is used to sync personally owned mobile devices may be installed on EC computers provided that the license accompanying the software allows for such use.


  • Audits to confirm compliance may be performed without prior notice. Audits on PCs, laptops, or other mobile devices will be performed through the use of auditing software. The results of the audits will be analyzed by Information Technology (IT), or a certified specialist, and then given to the individual users where appropriate. A copy of the finding may be given to Human Resources if corrective action is deemed necessary. Users will be expected to provide proof of purchase and/or license for all newly identified software or remove the software in question until the appropriate license is purchased.

Penalties and Reprimands

  • Copyright infringement is the act of exercising, without permission or legal authority, one or more of the exclusive rights granted to the copyright owner under section 106 of the Copyright Act (Title 17 of the United States Code). These rights include the right to reproduce or distribute a copyrighted work. In the file-sharing context, downloading or uploading substantial parts of a copyrighted work without authority constitutes an infringement.
  • Penalties for copyright infringement include civil and criminal penalties. In general, anyone found liable for civil copyright infringement may be ordered to pay either actual damages or “statutory” damages affixed at not less than $750 and not more than $30,000 per work infringed. For “willful” infringement, a court may award up to $150,000 per work infringed. A court can, in its discretion, also assess costs and attorneys’ fees. For details, see Title 17, United States Code, Sections 504, 505.
  • Willful copyright infringement can also result in criminal penalties, including imprisonment of up to five years and fines of up to $250,000 per offense.
  • For more information, please see the Web site of the U.S. Copyright Office at www.copyright.gov, especially their FAQ’s at www.copyright.gov/help/faq.

Software Disposal

  • Electronic media will be disposed of according to the EC Media Disposal Standard. Surplus software will never be sold. Electronic storage media that is sent to IT will be wiped clean of content prior to its being surplused.

Student Awareness Program

  • Copyright infringement policies will be posted in each Academic computer lab. A copyright policy statement will be included in as part of the student login process. Acceptance of this policy will be required prior to account access.  

Updating Policies and Procedures

  • Periodically the policies and procedures pertaining to software will be reviewed to ensure that all procedures are being followed and that all backup information is in place. Changes to the computer policies and procedures will be made on an as-needed basis.

IT 2.01pr Procedural Standard for Acquisition, Registration, and Installation

Adapted from the SIIA’s Software Policies for an Organization & Employees.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Chief Information Officer

Chief Information Officer

Three years.

2021-Oct 21  Amended to update content owner and contributor

2016-Dec 12  Update and edits

2005-Apr 05  Accepted by President’s Cabinet

2001-Apr 04  Final Draft



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