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1.       PURPOSE

Hillsborough Community College could face serious legal risks because of software misuse. Under the law, the College can be held liable for its employees’ actions. If an employee is installing unauthorized software copies on company computers or acquiring illegal software through the Internet, the College can be sued for copyright infringement. This is true even if the College’s management was unaware of the employee’s actions.


It is your responsibility as a Hillsborough Community College employee to make sure that you are in compliance with all state and College regulations relating to the use of computer software.


2.       POLICY


2.1.    Software Acquisition

When you purchase software, you do not become the owner of the copyright. Rather, you are purchasing the right to use the software under certain restrictions imposed by the copyright owner, typically the software publisher. The precise rules are described in the documentation accompanying the software -- the license. It is imperative that you understand and adhere to these rules. Most often, they state that you have the right to load the software onto a single computer and make one backup copy. If you copy, distribute or install the software in ways that the license prohibits, whether you are swapping disks with friends and coworkers or participating in widespread duplication, you are violating federal copyright law. Even if you only help someone else make unauthorized copies, you are still liable under the copyright law.


Evidence of legal acquisition (purchase, lease, gift) for all software in use or possession must be kept. Records for software should be held in the unit or department, be readily retrievable, and should include statements of all licenses in use, license counts, locations where software is installed or available, to whom software is assigned, and sub-license statements where required.


If you need to make additional use of a software product beyond what is in the license, get permission in writing from the vendor. Keep this documentation with your software licenses.


One license is for one PC. If a whole department or lab needs the software, licenses will need to be purchased for each installation.


2.2.    Installation, Distribution, Backup, and Protection

Software must be installed and distributed within the restrictions defined by licenses or agreements with vendors. Installations should be documented so that it is clear what was installed, when, and by whom. Backup copies, if permitted, must be made in accordance with licenses or vendor agreements and documented also.


2.3.    Ethical Computer Use

The proper and ethical use of computers, software and related networks is required at the Hillsborough Community College. In providing access to knowledge and sharing of information, the College requires that these resources be used by all members of its community with respect for the public trust through which the resources have been provided.


Developing a strong sense of ethics in students concerning use of computers and software supports the College's obligation to instill values. By setting appropriate examples, each person contributes to the reputation of the College for producing responsible students of high integrity.


2.4.    Florida Computer Crimes Act

Unauthorized use of computing facilities is a crime under the Florida Computer Crimes Act (Chapter 815, Florida Statutes). Any suspected misuse of facilities or systems should be reported to the Office of Information Technology.


2.5.    Microsoft Campus Agreement

The College is currently covered by the Microsoft Campus Agreement. This agreement allows all PCs at the college to have the following software installed:



Software Covered under Microsoft Campus Agreement

Desktop Operating System

XP (2002)


Office 2003, Office 2007, Office 2008 (Mac)


Exchange 2003 (Client Access License)

Server Operating System

Server 2003 (Client Access License)



Software NOT Covered under Microsoft Campus Agreement

Server Operating System

Any Server Operating System

Enterprise Applications

Any Server Enterprise Applications (SQL, SMS, Exchange)


Microsoft Works (any version)

Microsoft Project (any version)

Microsoft Visio (any version)


Any SQL Server Client Access License


Licenses and media for Microsoft software not covered by the Microsoft Campus Agreement can be purchased at a discount price for use on College-owed PCs through the designated vendor(s) having the current Microsoft License contract.


Full-time faculty and staff may obtain a copy of the licensed software from the Office of Information Technology for installation on their home PC. They may not install it on any College-owned PCs. For installation, contact the OIT helpdesk.


2.6.    Anti-Virus Software

The College is currently covered by a campus agreement for the Sophos Anti-Virus. This agreement allows Sophos Anti-Virus to be installed on all PCs at the College – faculty, staff, and student labs. This product is required on all College PCs. This may also be installed on home PCs and is required for anyone accessing the College network from home.


Full-time faculty and staff may obtain a copy of the licensed software from the Office of Information Technology for installation on their home PC. They may not install it on any College-owned PCs. For installation, contact the Helpdesk.


2.7.    Standard Supported Software

The Office of Information Technology recommends and provides for the use of this software. We currently have personnel available with the expertise necessary to assist you with this software and its integration with HCC’s hardware standards. Calls to the Helpdesk about this software will be afforded immediate priority and will be either handled directly or will be routed to the appropriate resource for prompt attention.


PC Operating System

Microsoft Windows, XP

Macintosh Operating System

OS X 10.4 and higher

Web Browser

Microsoft Internet Explorer

Word Processor

Microsoft Word 2000, XP (2002), 2007

Spreadsheet Processor

Microsoft Excel 2000, XP (2002), 2007

Presentation Software

Microsoft PowerPoint 2000, XP (2002), 2007

Database Management

Microsoft Access 2000, XP (2002), 2007

Desktop Publisher

Microsoft Publisher 2000, XP (2002), 2007

PIM (Email, Calendar, Contacts)

Outlook 2000, XP (2002), 2007, Outlook Web Access



Media Player

Microsoft Windows Media Player

Report Reader


Administrative Application


Web Authoring Software



2.8.    Third Party Administrative Software

There are many third-party applications in use throughout the college. There are many that are supported by the Helpdesk and other OIT Staff. There are others that OIT can support as a secondary contact. When that is the case, the vendor is the primary contact for support. In order for OIT to be able to support these products, we must be involved with the installation, configuration, and modification of any third-party application. Please contact OIT when any installation or maintenance of the application is scheduled so that we will be able to schedule that time for someone to be there to answer any questions and to know how the application is configured. If you have any questions about support for any particular third-party applications, please contact the Helpdesk for clarification.


2.9.    Non-supported software

The Office of Information Technology recognizes that the software has value to a limited number of users, but for economic or other reasons, can NOT maintain staff to provide user assistance for the product. Unless specifically mentioned in the Standard Supported Software section, other software may not be supported. Calls to the Helpdesk about this software may be rejected, handled immediately, or routed to an appropriate resource for “as available” attention.


Examples of Forbidden Software

         Pirated software (illegally copied)

         Shared’ software

         Software purchased for home PCs

         Software with expired licenses



Any employee or student found to have intentionally violated this policy may be subject to disciplinary action, up to and including termination of employment or expulsion from the College. If any local, state, or federal laws have been violated, the perpetrator will be prosecuted.







Initial policy draft.



Official Policy designation

Gorham, Stephen