WSU Regulation Number 7-2
Academic Computer Software Policy
J Regulation Number 3-6
To describe ownership, acquisition, use, and care of academic computer software, defined as the systems and applications programs purchased, donated, or developed for curriculum and instructional management needs.
All software purchased by, donated to, and developed for the University is owned by the University. The disposition of that software is to be regulated by this software policy.
- Development. Computer software may be developed as the result of an agreement between Winona State University and its employees or other grant recipients. The disposition of academic computer software developed by Winona State University employees or grant recipients, that was developed as a direct result of an agreement between WSU and an employee or grant recipient, shall be regulated by the conditions of the agreement, the grant, the rules of the SUB/IFO contract and this software policy.
- Donation. Winona State University will accept software donations to its academic software library provided the donations comply with the copyright laws.
- Loan. Faculty members or others may loan software to a department, to a lab or to a software collection. Materials loaned to or used in the University must comply with copyright laws. Questions on compliance should be referred to the Director of Academic Computing.
- Purchase. Software may be purchased through grants, department supply funds, and the academic software budget.
- Shareware Software. An informational sheet shall accompany all shareware informing users of the concept of shareware.
- Shareware as Curriculum, Each department which uses shareware as a required part of their curriculum shall purchase a registered copy of the software. If multiple copies are required for the lab, a determination should be made whether the author offers an educational site license.
- Shareware as Information. When Shareware is not required for a course, an unregistered copy of the software may be placed in the lab or given to students for evaluation.
All software purchases will use purchase procedures contained elsewhere in this document.
- All academic computer software purchased by, developed for, or donated to Winona State University will be cataloged by WSU-Instructional Resource Center (IRC).
- Software loaned to the software library will be given a shelf number but will not be cataloged.
Housing of Software
- The Winona State University general software collection will be located in the Instructional Resource Center and circulated by IRC personnel.
- Software can also be housed and circulated at other appropriate locations, such as computer labs, when arrangements are made for check-out and supervision.
Software packages can have the following circulation classifications:
- Reserve - Room use only, not to be removed from the supervised area of the lab or IRC.*
- Short term checkout Can be set up for various intervals (2 hours, 2 days, 2 weeks, etc.)
- Long term checkout More than 2 weeks to a year.
- Permanent checkout The software can be checked out to the requesting department or faculty member and is to be returned when the department or faculty member no longer has a need for it. (The only software that can be considered for permanent checkout is software ordered with department supply funds.)
Departments and/or faculty members are encouraged to place on reserve copies of software which their students need to examine or use. If the software is to be loaned to the university see section 3.3.
Responsibility of Software Users
- Damaged software that was checked out from the software collection will be repaired at no charge to the user, unless the director of Academic Computing determines the damage to be wanton, in which case the cost of repair will be charged to the user.
- If a user fails to return a software program, the user must pay for the replacement cost plus a penalty and recovery fee.
- The university's position is that WSU employees and students are not allowed to violate copyright laws.
- The software collection is to be accessible to the university community subject to the circulation rules outlined in the circulation section of this document.
- Departments that purchase software with department supply funds may elect to place the software in the general collection.
- Departments that purchase software with department supply funds may also elect, through permanent checkout, to house the software in the department for department faculty and/or student use. Software that is purchased with department supply funds and housed in a department will be available for review.
Anyone in the university community wishing to review software purchased by a department with department supply funds and housed in that department should do so through that department or the Director of Academic Computing.
- An annual software budget will be requested by the Director of Academic Computing. The funds allocated for software will be subdivided into general collection maintenance and acquisition funds and college/department maintenance and acquisition funds. The college/departmental maintenance and acquisition funds will be allocated to Academic Computing and distributed based on the recommendation of the Academic Computer Systems Committee. The funds will be allocated to the Academic Computer Center for general use software and to each college. The academic deans will distribute funds to individual departments and will inform the Director of Academic Computing of their distribution.
- The determination of the allocation of academic software acquisition funds will be made by the Academic Computer Director based on the recommendation of the Computer System Committee. The final budget will be approved by the Vice President for Academic Affairs.
Maintenance of Software Collection
- A percentage of the annual software budget will be allocated for collection maintenance.
- Collection maintenance includes: replacement of damaged disks, updates of general use software, repair or replacement of damaged manuals, purchase of binders, cataloging materials and labels.
- General use software includes software that has widespread use or demand.
- Software that has lost its usefulness, as determined by the Director of Academic Computing and recommended by the Academic Computer System Committee, will be removed from the collection.
Academic Software Selection
- Software Reviews: The use of critical academic reviews is recommended and urged in making selections of software.
- Multiple Copies: If the demand is sufficient, multiple copies of software packages will be acquired.
Software Purchase Procedure
- A software request form (Appendix A) is available from the Academic Computer Center. Each order will be processed within ten (10) working days. If there are reasons why this cannot be done, the individual ordering the software will be notified in writing.
Steps in Ordering Academic Software Using Central Software Funds:
- Individual fills out software request form.
- Individual sends completed software request form to his/her academic department chairperson for approval.
- Academic department chairperson sends approved software request form to Academic Computer Director for review and ordering.
- Upon receipt of software, it is archived, the warranty is registered in the name of the ordering department, and it is forwarded to IRC for cataloging, labeling and distribution.
Steps in Ordering Academic Software Using Department Supply Funds:
- Individual fills out software request form and internal requisition (1400) form.
- Individual sends completed software request form and 1400 form to his/her department chairperson for approval.
- Academic department chairperson sends approved software request form with a completed 1400 form to the Academic Computer Director for review and forwarding to business office.
- Upon receipt of software, it is archived, the warranty is registered in the name of the ordering department, and it is forwarded to the IRC for cataloging, labeling and distribution.
Approved List of Computers
The university software collection supports the acquisition of software for an approved list of computers. A list of the approved computers is attached.
This WSU Regulation supersedes WSU Regulation 3-6, dated August 18, 1988.
Darrell W. Krueger
SUB 404 B5
Call No. Computer Software Request Serial NO.
Author (Last Name First)
Title Type of Computer
Edition or Version ght Year Price No. of Copies
BUDGET r7 Dept. Supply
11 Library Software Other
Name and address of Publisher
Name and Address of Suggested Von(Jor
Requested by Dept. Dept. Chair 0
Reg Dept@ Publisher Code Yr.,Published 0 K. Estimated Cost Fund Prefix !ear Number
11-13 -@15 16-19 20 2 -24 25 32,37 44 4547 48-49 5&56
Please Not Any Special Instructions
Ref: WSU Reg. 3-6
Computers that Winona State University
Academic Computing Supports
Apple - II series (II, II+, IIe, IIgs)
Control Data Corp. - Cyber series
Digital Equipment Corp. - VAX series
IBM - PC series (PC, PC-XT, PC-AT, PC/2 models 25, 30, 50, 60, 70, & 80)
IBM System 38
Univac 1100 series
AT&T 3B2 Model 500
IBM System AS410 Model B10
Ref: WSU Reg. 3-6
Last Modified: Thursday, February 12, 2009 12:33