VII:01:02 Use Computer Software Policy

I. Purpose

This policy provides guidance on the acquisition and use of software for all Volunteer State Community College locations. Compliance with this policy ensures safe and legal use of software on Vol State computer systems and IT resources to mitigate cyber threats and vulnerabilities and to discourage inadvertent or deliberate violations of software terms and conditions, licensing agreements, and applicable laws when installing and/or using software on Vol State computer systems and IT resources.

II. Definitions

For the purposes of this policy, the following definitions shall apply:

  1. Information Technology Resources – all Volunteer State Community College information technology hardware assets, software assets, computing systems, networks, network components, facilities, services, data, and information, regardless of location, provider, management, medium, or how the resource is provided/delivered, that exists for the purpose of conducting business or academic activities. This includes, but is not limited to, computers, servers, mobile devices, email systems, internet access, cloud-based applications, databases, and any associated peripherals or support services.
  2. Software – the computer programs, procedures, and associated documentation and data that instruct computer hardware to perform specific tasks. This includes, but is not limited to, operating systems, applications, utilities, and any digital code used to operate computer systems and devices.

III. Policy

  1. Authorized Software
    1. Only software authorized by Vol State may be purchased, installed, or used on College-owned computer systems and IT resources.
    2. Under no circumstances shall any software that that has been licensed to the College be copied to, or installed on, any system not owned by Vol State without specific prior written approval from the Chief Information Officer (CIO).
    3. Any software, whether owned by Vol State or not, found on a Vol State computer system or IT resource to which it has not been assigned by IT shall constitute illegally installed software, and shall be removed immediately from that system by IT. Repeated violations by an individual or department may result in the removal of the computer system or IT resource and potentially other penalties.
    4. Under no circumstances shall any software by copied to or installed on any computer system or IT resource of Vol State by any party other than those individuals specifically designated by the CIO to do so.
    5. Personal software, or software that any staff/faculty member has acquired outside of College-authorized channels shall not be installed on Vol State computer systems or IT resources, regardless of the software’s source and regardless of having a legal software licensing agreement.
  2. Software Purchasing
    1. All software purchases shall be channeled through the CIO and purchased by:
      1. IT, or
      2. A budget unit head authorized by the VP of Business and Finance.
      3. Refer to “Purchasing Computer Related Hardware and Software Policy”, VII:01:05.
    2. Purchasing, in coordination with IT, will interpret software licensing agreements. Software shall be purchased ONLY after appropriate licensing agreements are negotiated with the software vendor.
    3. Licenses shall be registered in the name of “Volunteer State Community College” and not in the name of any individuals or departments.
    4. All software acquired by Vol State shall be inventoried by IT and records shall be maintained by IT for all license agreements governing software executed on IT resources and systems supported by Vol State. All software media acquired by Vol State shall be labeled to indicate that the software has been inventoried.
  3. Duplication
    1. Software shall not be duplicated or reproduced, unless explicitly permitted for backup purposes as authorized by the End User License Agreement (EULA).
    2. Software shall not be installed on more than one computer system unless explicitly authorized by the EULA (e.g., software may have an enterprise license or blanket license agreement).
    3. If Vol State owned software’s EULA states it is eligible and approved for “Home Use”, the user must remove the software from personal computer systems when the user is no longer associated with Vol State.
  4. Retirement or Transfer of Software Licenses
    1. License transfer from one computer system to another requires a request through IT via an IT Help Desk ticket.
    2. When software is no longer needed by the individual or department, an IT Help Desk ticket shall be completed so the software can be removed from the computer system and updated in the IT software inventory system.
  5. Installing unauthorized software on computer systems and IT resources can lead to potential system failures, system degradation, and/or malware. Unauthorized installations also place Vol State and its staff/faculty at risk for civil and criminal action, which may result in punitive measures for all involved parties. Both civil and criminal penalties may carry fines, jail time, or both.
  6. The CIO or their designee has the final authority to interpret the terms of this policy. The CIO or their designee may grant exceptions to this policy, in writing, based on an evaluation of the risks versus the benefits.

 

TBR Source: none.

VSCC Source: September 1, 1983, President’s Cabinet; February 29, 2008, President’s Cabinet; June 11, 2025, President’s Cabinet