Software Agreements

1. Divisional Software Licensing Group

Software Licensing Group Members

During March 2007 a group was established to monitor the use of the software licensing budget, under the terms of reference below, current members of the group are:

Denise McDonough (IT Services, Chair)

Ben Bridle (Colleges)

Jon Burt (Continuing Eucation)

Stephen Kavanagh (Social Sciences Division)

Jon Edwards (Humanities Division)

Andy Richards (ITSS)

Gerard Robinson (Medical Sciences Division)

Paul Warren (MPLS Division)

Luke Johnson (Purchasing)

Terms of Reference

  • consider current central software license agreements
  • consider renewals as appropriate
  • consider possible new agreements and cancelling existing ones
  • monitoring the central software license budget looking at the existing SLD for the central service offered by IT Services
  • outlining future developments of the service in line with divisional wishes (if funded accordingly)

2. Centrally Funded Software

2.1. Anti-Virus software

  • Sophos

2.2. Bibliographic Software

  • EndNote

2.3. Mathematical Software

  • Matlab

2.4. Networking software

  • Novell NetWare
  • Exceed together with Connectivity Security

2.5. Scientific Word processing

  • Scientific Word

2.6. Software for Desk Top Mapping

  • ArcGIS

2.7. Software for the Office

  • Corel License for Learning (Corel Painter and CoelDraw Graphics Suite)

2.8. Software Metering

  • SofTrack for Netware (not maintained)

2.9. Statistical Software


2.10. Miscellaneous

  • PCounter - (Printer Accounting Software) Maintenance
  • NVivo - qualitative data analysis
  • PDF Convertor - convert PDF files
  • Deployment Solution - Disk Imaging software

3. Criteria for Selecting Software

The list of software for centrally funding was originally chosen on the basis of the following criteria:

  • there is widespread demand for the software
  • it is not highly specialised and will be used by more than one discipline
  • it forms the basic repertoire which should be on any machine
  • adequate support is available or can be arranged
  • IT Services can/will provide courses, documentation, etc as appropriate
  • it advances the IT Strategy by encouraging a more effective use of IT

4. Purchasing Notes

For the software described above, users usually need only to buy the media and documentation (where available).

The fact that users do not have to pay for the software licence does not mean that it can be freely copied. Each copy must be licensed and registered with IT Services. The licence figures recorded in the registration database can then be used to decide whether to continue the central funding of a particular software package. Users taking unregistered copies could jeopardize funding in the future.

5. Management of Site License Agreements

We manage a number of site license agreements, making it possible for individual software products to be distributed throughout the University. Some of these agreements are funded centrally, examples being SPSS and Endnote. In order to decide how to spend this central funding, c.100k this year, a small advisory group exists with representatives from each of the divisions and representation from both ITSS and the colleges. This group looks at each software contract as it reaches a renewal point; this is normally between 3 and 5 years in order to decide whether the software continues to meet criteria suitable for central funding.

Site licenses can also be funded by bringing together small groups of departments who are interested in particular software products so that a cost saving can be made by sharing the overall site license cost instead of each department purchasing small numbers of licenses.

Sometimes it is not possible to find full funding for site licenses by sharing costs as above, however in this case provided one department is prepared to underwrite the license we can then arrange to sell individual licenses out to other users from IT Services transferring the funds back to the underwriting department.

If we can assist you with entering a site license agreement as described above or if your department already has a site license agreement that we do not know about please get in touch with us at


Written by IT Services. Latest revision 3 November 2016