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SLG Software Licensing Group

CHARTER: Software Licensing Group (SLG)

Program

Initiator

The University of Connecticut Software Licensing Group (SLG), formerly the Software Interest Group (SIG), was formed in 1997 at the initiative of Vice Chancellor Fred Maryanski.

Purpose

SLG recognizes that a position of leadership in modern higher education requires the University to assess the potential of new software and the role of existing software on a continuing basis. SLG, as a University-wide body, will assess the software needs for instructional computer laboratories and facilities, high technology classrooms, and administrative desktops ( HuskyPC ); identify appropriate software to respond to those needs; negotiate licenses; and distribute software obtained from its licensing activity.

Deliverables

  • Identify the appropriate standard software across the various campus computer labs ("labs" as defined by the committee), and the entitlement of the labs to "standard software."
  • Identify the appropriate standard software image(s) across the various campus High Tech Classrooms ("HTC" as defined or designated by UCIMT/Facilities), and the entitlement of an HTC to this "standard software" (as per the March 13, 2003 agreement between VC Bell and VC Maryanski regarding HTC support).
  • Identify the appropriate standard software image(s) for the University's HuskyPC program, and the entitlement of University users to this standard software.
  • Advise on other appropriate issues reflecting the University's HuskyPC program and the appropriate hardware configurations needed to support the University's business needs.
  • Identify the appropriate standard software image(s) for the University's Macintosh program, and the entitlement of University users to this standard software.
  • Advise on other appropriate issues reflecting the University's Macintosh program and the appropriate configurations needed to support the University's business needs.

Budget

Based upon the annual budget allocation process of this University, the Office of the Vice Chancellor for Information Services funds the core initiative of the SLG. SLG will work with the Vice Chancellor of Information Services and other UITS service areas as may be assigned, to effect appropriate funding models and programs to promote the distribution of identified software on campus. The UITS Business Office will maintain all record keeping and accounting for the SLG. When SLG budget constraints make it impossible to purchase particular software, even when significant needs and benefits warrant an investment, SLG may work with the Purchasing Department to arrange the most advantageous pricing for units to support the University community, and to support grants that seek funding for purchase.

Innovations

SLG recommends that the Institute for Teaching and Learning be receptive to proposals that include creative use of additional software and that the administration provide funding for acquisition of such packages when experimental grants demonstrate enhancement of student learning.

Structure and Participation

SLG

Provide the University with an integrated overview and set of decisions regarding desktop tools on campus. Document position policies that would govern how the group accomplishes the charges within the charter.

IT Planning Group

Support the Software License Group, providing appropriate guidance, resources, and support as may be needed to accomplish the program's expectations. The SLG may identify and move to ITPG requests that are outside the scope, but that departments/schools could benefit from with a collaborative purchase.

Core Planning and Ad Hoc Teams

SLG's core planning team performs the detailed work necessary to develop, maintain and help execute this Software License Plan. The members contribute intellectual expertise sufficient to ensure that the plan meets broad-based and inter-dependent University requirements. In addition, with oversight from the Core Planning Team, Ad Hoc teams are formed as needed to help install, test and approve for distribution new software; analyze and provide recommendations regarding renewals or retirement of existing software; develop and/or review applicable policies; and address issues. All recommendations are then forwarded up to the Core Team for follow-up.

Core Team

SLG maintains a core team of 25 decision-making and voting members. The group consists of members with expertise and vested interest sufficient to provide the necessary guidance and implementation of software to support UConn's instructional computer laboratories and facilities, high technology classrooms, and administrative desktops ( HuskyPC ). The members should have some authority to make decisions and each area of representation will have a single and alternate member. The core member's responsibilities include: attend all meetings, evaluate and decide eligibility, be available to accept software proposals from colleagues and present them to the membership for discussion and review, and cast votes - representing constituencies.

Community Members

Any interested university staff, faculty or student involved with a computing facility, the use of computers, or the support of computers can join as a non-voting member. A request to be added to the SLG discussion list can be sent to: software@uconn.edu

Software Acquisition and Tracking

Software Negotiation and Purchase

Once SLG has completed an initial investigation and acceptance of a recommended software purchase the negotiated contract terms and signature of agreement are completed only through the Purchasing Department. The Purchasing Department will be responsible for negotiating agreements and will sign the fully executed agreement. The purchase paperwork is coordinated through the University Information Technology Services Business Office.

Software Distribution and Tracking

Site licensed software is distributed and tracked through the UITS and other areas of the University. The UITS Business Office renews and/or renegotiates contracts yearly.

Information Distribution

SLG maintains information for all UConn software license options (SLG and/or campus offerings) in one common place to provide the community with a 'one-stop, search-find-and-purchase' experience (http://software.uconn.edu).

Marketing

Various means of communication are exercised to ensure cross-communication and to actively promote information to the campus community on available site licenses and software availability.

Vendors

Vendors must supply clear and precise product descriptions, installation instructions, training, and online/phone technical support to ensure that the product delivered can be used as contracted. Any accountability issues are directed to the Purchasing Department to pursue with the vendor to ensure compliance with their contractual obligations.

Software Recommendations

Any requests for additions to UConn's standard software offerings will include data showing the needs and benefits of the proposed software. Proposals are brought forward to the SLG core membership for review and decision.

Software Retirement Recommendations

SLG conducts a yearly review of all software packages to determine whether to renew or discontinue. If the decision is to discontinue a product, a one-year notification is provided to allow UConn time to adjust established programs.