• Section 1 - Purpose and Scope
• Context
• Section 2 - Process and Key Controls
• Section 3 - Key Requirements
• Accessing and Using UQ-licensed Software
• Student-licensed Software
• Computer Labs and the UQ Digital Workspace
• Acquiring New Software
• Section 4 - Roles, Responsibilities and Accountabilities
• ICT Consumers
• Manager – ICT Licensing
• ICT Contract Sub-delegates
• Section 5 - Monitoring, Review and Assurance
• Section 6 - Recording and Reporting
• Section 7 - Appendix
• Definitions, Terms, Acronyms

Section 1 - Purpose and Scope

(1) This Procedure outlines the requirements for acquiring and using software at The University of Queensland (UQ or the University) and applies to all ICT Consumers as defined in the UQ Acceptable Use of ICT Resources Policy.

(2) This Procedure applies to software (including cloud software) that is free to access or use, including any plugins, extensions, or third-party add-ons, and any software that is bundled with, embedded in, or provided as part of another product or service.

Context

(3) This Procedure should be read in conjunction with other UQ policies and procedures, including:

1. Acceptable Use of ICT Resources Policy
2. Procurement Policy and Procurement Procedure
3. ICT Procurement Framework
4. ICT Contract and Supplier Management Procedure
5. Financial and Contract Sub-delegations Procedure.

Section 2 - Process and Key Controls

(4) Before purchasing or acquiring any new software (including cloud/Software as a Service applications and free software), ICT Consumers must refer to the UQ Software Catalogue, which lists software available for academic, research and administrative use.

(5) To purchase or request new software, ICT Consumers must follow the processes listed via the Purchasing or Requesting Software page.

(6) Software terms are ICT Contracts and can only be accepted for UQ by a Contract Delegate or Sub-Delegate with the appropriate delegation.

(7) ICT Consumers that acquire and use software (including cloud software, plugins, extensions and third-party add-ons, and software bundled with, embedded in, or provided as part of another product or service) must comply with all usage restrictions, licence conditions, purchasing and installation requirements. Software may be licensed under different models, each with specific terms and obligations. For staff, more information is available in the UQ Software Catalogue.

Section 3 - Key Requirements

Accessing and Using UQ-licensed Software

(8) The UQ Software Catalogue lists all software that ICT Consumers can install on UQ-owned computers and use for UQ purposes (academic, research or administrative use). In some cases, software can also be installed on personal devices for personal or UQ purposes. The UQ Software Catalogue also provides licensing, purchasing, usage, and installation information for each software product.

(9) The following conditions apply when using UQ-licensed software:

1. Unless personal use is explicitly allowed, software licensed to UQ must only be used for purposes legitimately associated with UQ’s operations as a teaching and research institution. This includes online services (i.e. Software-as-a-Service) licensed to UQ. Such use must also be consistent with the Acceptable Use of ICT Resources Policy.
2. ICT Consumers must comply with the installation requirements of the software product as specified in the UQ Software Catalogue. ICT Consumers can self-install some UQ-licensed software products to their UQ device. Some software can only be installed with assistance from IT support.
3. Certain software cannot be self-installed as technical or licence checks must occur. ICT Consumers must submit an IT support request to access the software. Relevant IT support staff can provide support for installation if required. Administrator access is not typically granted for the purposes of installing software.
4. All ICT Consumers obtaining or using UQ-licensed software must understand and comply with the terms and conditions for use of the software.

Student-licensed Software

(10) In addition to the UQ Software Catalogue, the Free Student Software for Personal Use page lists software available for students to use on their personal computers for the duration of their studies at UQ. This page also lists specialist software available to students to support remote study. Note that for certain software, eligibility criteria may apply, and students must comply with all usage and access requirements as specified on the web page.

Computer Labs and the UQ Digital Workspace

(11) UQ staff and students can access certain software (for teaching and learning) via UQ’s computer labs or personal and work devices by using the UQ Digital Workspace. View the list of software available via the UQ Digital Workspace.

(12) Staff and students can request access to existing software and request new software for the UQ Digital Workspace by completing the relevant request form:

1. student request form
2. staff request form.

(13) If requesting new software, UQ staff and students must comply with any relevant requirements stated in clauses 15-31 below.

Acquiring New Software

(14) If the required Software is not available via the UQ Software Catalogue, ICT Consumers must follow the requirements below, based on the type of Software. This is required even if the Software is free.

(15) Procurement of new Software at UQ must comply with UQ’s Procurement Policy and Procurement Procedure, the ICT Procurement Framework and UQ’s Financial and Contract Sub-delegations Procedure. Visit the ICT Procurement web page for additional information and relevant forms, templates and guidelines.

(16) ICT Consumers must only acquire or use Software that has been reviewed and approved in accordance with UQ’s Software assessment and procurement processes, where required, to ensure it meets UQ’s cyber security, licensing and other applicable University requirements.

(17) Before acquiring Software, ICT Consumers must consider support arrangements. ITS support must be endorsed and mutually agreed.

(18) ICT Consumers should visit the Purchasing or Requesting Software web page for more information and guidance, particularly before entering into a Software Agreement. If UQ staff are acquiring new Software for teaching and learning, they must also visit the External Learning Tools web page for guidance.

(19) Where software must be registered with the publisher(s) or vendor(s) of the software, “The University of Queensland” must be used as the licensee name.

(20) Where software cannot be purchased by a PO, it can be purchased with a UQ credit card. ICT Consumers must:

1. Obtain appropriate approval prior to purchase;
2. Complete the required documentation to support software asset management, including relevant product, licensing, and user details as outlined on the Purchasing or Requesting Software page; and
3. Ensure this information is accurately recorded in the expense management system when reconciling the transaction.

Software for Widespread Use

(21) If ICT Consumers require Software for widespread use (e.g. UQ-wide, all professional staff, or all students) they must visit the Projects with IT Requirements web page for information, guidance and any required approvals.

Individually Licensed Software

(22) Individually licensed software refers to any software acquired or used by an ICT Consumer that is not procured for widespread use across UQ. This includes software that is:

1. installed locally on a device (including desktop, mobile or embedded applications);
2. delivered as Software as a Service (SaaS), cloud software or web-based applications;
3. accessed through a web browser, locally installed client, or a combination of both;
4. provided as a plugin, extension, add-on or software component of another product or service; or
5. licensed, assigned or otherwise linked to a specific ICT Consumer, account or identity.
   
   This definition includes free software, open-source software, subscription software, and software provided at no cost to UQ.

(23) To acquire new software licences, ICT Consumers must:

1. follow the process listed on the Purchasing or Requesting Software page to request a quote from UQ’s preferred software suppliers;
2. ensure an appropriate number of licences are purchased to cover installation and usage of the software; and
3. ensure the provisions of licences purchased are appropriate for the type of use intended (e.g. academic, research, commercial). In most cases, licences are issued as named user licences, which means a specific ICT Consumer. Shared accounts relying on a single licence with generic access are not permitted under licensing terms. Named user licences must always be assigned to a specific individual and must not be used by multiple people.
4. ICT Consumers must also ensure that the type of licence (such as, subscription, perpetual, open source, free, site licence) is appropriate for the intended use and complies with UQ’s licensing obligations.

(24) If ICT Consumers cannot acquire the necessary software via UQ’s preferred suppliers, they must visit the Software Procurement Form and Projects with IT Requirements web page for information, guidance and assistance.

Software-as-a-Service (SaaS) or Cloud Software

(25) Software as a Service (SaaS) or cloud applications are software and services that are hosted via remote external servers and accessed through a web browser, instead of locally on a computer. These are also known as web-based applications.

(26) To acquire new SaaS Software (even if there is no cost) for use at UQ, ICT Consumers must visit the Purchasing or Requesting Software page. Some acquisitions may require assessment via an IT project proposal. ICT Consumers should visit the Projects with IT Requirements web page for information, guidance and assistance.

(27) When acquiring new SaaS Software, the Procurement Coordinator (the ICT Consumer acquiring the Software) must consider cyber security, privacy, confidentiality and other information management requirements, even if there is no cost to UQ.

(28) The Procurement Coordinator must classify the information to be stored in or accessed by the Software, in accordance with the Information Security Classification Procedure. Procurement Coordinators must also consider whether any personal information will be stored in or accessed by the Software. Visit the Information Security Classifications webpage for guidance and examples, and contact Data Strategy and Governance for support if needed.

(29) Based on the information security classification (and whether the Software will store/access personal information), certain security controls will apply and this may mean that certain well known, low-cost SaaS Software solutions are not appropriate for use.

(30) The Procurement Coordinator must contact the relevant IT support team for support completing the cloud services cyber security checklist, to ensure that the SaaS solution meets UQ’s security standards.

Section 4 - Roles, Responsibilities and Accountabilities

ICT Consumers

(31) ICT Consumers are responsible for:

1. prioritising the use of existing Software solutions available through the UQ Software Catalogue before seeking to acquire new Software;
2. complying with all Software usage restrictions, licence conditions and installation requirements;
3. referring to the Purchasing and requesting software page to obtain Software not available through the UQ Software Catalogue, noting that Software terms can only be accepted by the appropriate ICT Contract Delegate or Sub-delegate;
   1. following the instructions on the Purchasing or Requesting Software; and
   2. complying with all UQ and ICT requirements if acquiring Software outside the UQ Software Catalogue or UQ’s preferred suppliers list.

(32) ICT Consumers who are Procurement Coordinators (the individual responsible for undertaking a specific procurement activity) are responsible for compliance with all relevant UQ and ICT policies and procedures, including procurement, cyber security and financial and contract sub-delegations.

ITS Customer Support Services and Local IT Support

(33) ITS Customer Support Services and local IT support teams are responsible for the following (for the business units they support):

1. installation of Software that cannot be self-installed;
2. disposal of Software; and
3. providing support to ensure Software is installed and functional for ICT Consumers.

Manager – ICT Licensing

(34) The Manager – ICT Licensing is responsible for maintaining this Procedure, including providing assurance and ensuring compliance.

Chief Information Officer

(35) As the ICT Category Owner, the Chief Information Officer is accountable for software asset management.

ICT Contract Sub-delegates

(36) ICT Contract Sub-delegates (and their delegation limits) are defined in the Schedule of Contract Delegations and Sub-Delegations.

(37) ICT Contract Sub-delegates are responsible for:

1. reviewing and accepting software terms within their delegation limits; and
2. meeting the requirements set out in the Financial and Contract Sub-delegations Procedure.

Section 5 - Monitoring, Review and Assurance

(38) The Manager – ICT Licensing will review this Procedure as required to ensure its currency and relevance.

(39) ITS undertakes Software asset management activities and Software audits to monitor licence compliance, consumption and usage. These activities may include automated discovery/scanning and other compliance assessments, including targeted review of Software acquired via purchase card/credit card channels to confirm that licensing, purchasing approvals, and Software asset records are complete and accurate. Where non-compliance, unmanaged Software, or unacceptable risk is identified, ITS may require remediation (including procurement regularisation, cessation of use, or removal of Software) and may block, restrict or remove Software from UQ-managed devices and services where reasonably necessary.

Section 6 - Recording and Reporting

(40) In compliance with the ICT Contract Management Local Standard Operating Procedure, ICT Procurement will store all software contracts in UQ’s record keeping system, and ensure additional information is logged in the ICT contracts register.

Section 7 - Appendix

Definitions, Terms, Acronyms