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In an effort to provide better service and ensure that computer classrooms are fully functional prior to the first day of classes, Information Technology Services has created this set of guidelines. The purpose of these guidelines is to eliminate frustration and remove any hindrance to the successful teaching of courses. In order for us to accomplish this goal we will need the cooperation of faculty members involved in teaching classes.

  • ITS will send emails requesting software for the upcoming semester utilizing the following schedule:
    1st email 60 days prior to semester startup
    2nd email 45 days prior to semester startup
    3rd email 37 days prior to semester startup
    follow up emails daily until 30 days prior to semester startup
  • Requests for software installation for courses shall be received by ITS 30 days prior to semester startup.
  • Faculty that do not meet this deadline must have Department Head and Executive Associate Dean approval to incorporate the requested software into the semester request.
  • The time requirement for late submissions is still 30 days from the receipt of the signed requests to allow for licensing, testing, and deploying.
  • Trial software is for TRIAL purposes only, typically from 10 to 30 days, and will NOT be included in any semester request.
    • Longer than 30 days violates licensing agreement and copyright
    • ITS will install trial software for those professors that do not have administrative permissions, and the software will be installed on their local machines only.
    • By installing trial software professors implicitly acknowledge the intent of a trial period and will comply or assume full responsibility for any licensing violations. Upon the expiration of the trial period, regardless of the functionality of the software, it is the professors' responsibility to notify ITS that the software needs to be removed.
    • TAMU policy regarding the use of trial software can be found here and is listed below.
    • ITS recommends that individuals making software requests take into consideration the amount of time they will need to properly evaluate software so that they can submit the requests by the deadline.
    • ITS will strive to complete all software semester requests one week before the semester starts to allow faculty to test their software to ensure it is functioning correctly. Any problems should be reported via a Help Ticket so that it may be resolved before the semester begins.

Software Requirements

To facilitate software installs the following information is required to ensure the correct product is installed:

  • Name of the software package
  • Company that created the package
  • Version of software requested
  • Special installation instructions
  • Any media (CDs or DVDs) available or link to download of software
  • Any License information required for above software

SYSTEM REGULATION - Use of Licensed Commercial Software

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29.01.02 Use of Licensed Commercial Software
Approved April 24, 1996
Revised September 30, 1998
Revised october 20, 2009
Next Scheduled Review: October 20, 2011


1.1 Commercial computer software is protected by federal copyright laws. Only appropriately licensed software may be placed on System computing resources and/or used by System employees in the conduct of System business. The purpose of this regulation is to define the responsibilities of System employees with regard to the use of computer software protected under the Copyright Act.

1.2 Users of computer software are warned by various means against the illegal use of such software. Labels appear on packaging materials, and in some cases the warning is displayed on the computer screen when the software is used. System employees are expected to be familiar with the licenses on the software they use.

1.3 Varying degrees of copyright protection are afforded for different classes of computer software. Generally these fall into the following categories.

1.3.1 Commercial Software: This is software that is distributed under a strict licensing agreement. Typically this means that a fee is paid by the purchaser or licensee. The only legal way to obtain the right to use such software is through a purchase agreement or license with the owner of the copyright or with a licensed distributor. Site license agreements are available on some commercial software, which allow the duplication of software upon payment of a specific site license fee.

1.3.2 Shareware: Shareware typically refers to software that is available for use on a trial basis at no cost. A user who decides to continue using the software must then send a registration fee to the author or distributor of the software. There is usually a licensing agreement associated with the software and it usually appears on the screen during the login process.

1.3.3 Public Domain: This type of software is made available with no restrictions on its distribution or copying. A point of concern is that many users may assume if there is no copyright notice attached to the software, it is then in the public domain. Actually, the reverse is true: unless there is a statement to the effect that the software is in the public domain, the user should assume the author retains the copyright to the software.


2.1 The unauthorized use, copying, or distribution of copyrighted software is a violation of the U. S. Copyright Act. These illegal acts are commonly referred to as “software piracy.” Violations include, but are not limited to, the following:

(1) making extra copies of microcomputer-based software for use on other microcomputers unless specifically allowed through a licensing agreement;

(2) putting copies on a network so that they may be copied by others;

(3) obtaining copies of software from others without paying the appropriate licensing fees; and

(4) unauthorized distribution of software by electronic mail.

2.2 It should be noted that some software is licensed so that it is allowable for the user to make a copy for home use in conjunction with the business use of the software. A user of licensed software should not assume that this provision is in place but should check with the licensing agent before making copies for other machines.


System employees are to be provided appropriately licensed copies of computer software necessary to perform their assigned tasks. Employees must not be asked nor tacitly expected to perform tasks for which appropriately licensed software has not been provided.

CONTACT FOR INTERPRETATION: The System Office of Business Computing Services and Information Technology: (979) 458-6450

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