University of SurreyIT Services
Microsoft Select Agreement.
Table of Contents
1Introduction......
2What is a Microsoft Select Agreement?......
3Departments......
4How Does the Scheme Work?......
5Reporting Procedures......
6Charges......
7What products are Included?......
8What about Media & Manuals?......
9Replicating Select Agreement Software......
10Microsoft’s “Upgrade/Downgrade” Policy......
11Home Use by Staff......
12Student Use......
13How to Distribute Software to Staff for Home Use......
14Activation Keys......
15Technical Support......
16Records You Should Keep......
17Product Use Rights......
18Disposal of Hardware/Software......
19Contact Details......
APPENDIX A – SAMPLE LETTER FOR EMPLOYEE HOME USE......
1Introduction
The purpose of this Handbook is to enable all UniS Select Agreement customers to have quick and easy access to information. If and when changes are made to the Microsoft Select Agreement, this Handbook will be updated and redistributed.
2What is a Microsoft Select Agreement?
The Microsoft Select Agreement, is an agreement which allows UniS to purchase certain Microsoft products at a reduced cost.
3Departments
All departments are covered by the University’s Select agreement. Each department has a nominated Select Rep. All installations and purchases should be made via the Departmental Select Rep.
4How Does the Scheme Work?
Licences and Media are purchased separately. This allows the Departmental Select Rep to retain a master CD and install software as required. Licences for new installations are then recorded and paid for on a monthly basis.
Licence Certificates are held centrally.
5Reporting Procedures
Licences are reported by departmental select reps to IT Services via a Select Return Form and accompanied by an IR. (monthly).
Departmental Select Reps are responsible for recording the number of installations of Microsoft Products and for reporting these installations to IT Services for the licences to be purchased. It is the responsibility of the department to ensure all installations of Microsoft products are licenced.
6Charges
Price lists are updated monthly. Departments will be charged according to the cost charged by Microsoft at the time of purchase. Microsoft reserves the right to change prices.
7What products are Included?
The UniS Select Agreement covers all Microsoft products as specified in the monthly price list.
However the following are covered under a separate Campus Agreement:
Microsoft Office Professional(Word, Excel, Access, PowerPoint, Outlook)
Microsoft Office for Macintosh(Word, Excel & PowerPoint)
Windows 32-bit operating system upgrade(Win 95/98/ME/NT Workstation,
Windows 2000 Pro & Windows XP Pro)
Core CAL(enabling users to access all versions of
Windows Server, Exchange Server, Systems Management Server & Share Point Portal Server)
8What about Media & Manuals?
The Select Agreement also covers the purchase of media and manuals.
Media is available on request from IT Services. Orders are placed weekly on a Thursday. (approx. 7 days delivery time).
For availability/pricing of media and/or manuals, please contact IT Services, .
9Replicating Select Agreement Software
You are permitted to make as many copies as necessary to distribute software to staff for use within the institution, provided licences are reported. However, any copies you make must be true and complete copies (including the appropriate copyright and trademark notices). They must also be made from CDs, floppy disk sets etc acquired/made available by a Microsoft approved source. Copies made by a third party are the responsibility of the University alone.
In order to regulate the installation of Select product IT Services recommend that the Select Media is locked away by the rep and issued as required.
10Microsoft’s “Upgrade/Downgrade” Policy
The Select Agreement enables you to purchase the licence for the most current version of the product and use the downgrade right to run an earlier version.
For example: If a department has standardised on Project 98, you would still purchase the licence for Project 2000 (or the current version) thus using the “downgrade” right. This gives the advantage of already having the later version licence should you require an upgrade the version purchased (in this case project 2000).
Should a later version be required (e.g. Project 2002) a new licence must be purchased.
11Home Use by Staff
All staff are able to run one copy of the following products for work-related purposes only on a laptop or home PC that they lease/own.
Work at Home Rights are only granted to the primary user of the University owned PC and only applies to the following Microsoft software:
- Publisher
- Project
- FrontPage
A licence for the above software must be purchased via the Select scheme for the University owned PC and a copy can be made on the primary users home PC for University related work.
Where a member of staff leaves or has their home use rights terminated by the University, the Department must:
- Ensure that the member of staff’s access to all University servers from home is terminated.
- Notify the staff member that they must delete/remove all copies of the Select software from temporary RAM and permanent memory of their machine.
Please note: postgraduate students do not have home use rights under Select unless the postgraduate is employed by University.
12Student Use
Select licences may be purchased for use on any university machine, owned or leased by the University that reside on the premises. Students are not permitted to have copies of Select Agreement software at home.
Students can bring their own laptops into the university and connect to the network and use Select products, provided restrictions are in place to stop Students downloading a copy of the software.
13How to Distribute Software to Staff for Home Use
In order for staff to have copies of the Select Agreement software for home use, you have a number of ways to make software available to them:
- Ask the staff to bring their computer/laptop into the University and have the software installed by appointed member of staff.
- Set up a loan system of CDs that staff can take home on a short-term basis
- Replicate CDs on behalf of staff
Under the terms of the Select Agreement you are required to ensure that your users are made aware of the terms and conditions under which they are permitted to use the software. For home use, you MUST obtain written acknowledgement from staff that they will take all reasonable steps to adhere to these conditions. In order to assist you, we have included a sample letter at Appendix A that you should amend accordingly and get employees to sign. A copy of this letter (printed on University letterhead), should be retained by both the Department and employee.
14Activation Keys
Microsoft has introduced the use of an ‘activation key’ on new products. This means when installing these new product an activation key code is required to activate the product, this key/code is specifically dedicated. This will make NO different when doing multiple installs, you will only ever need one key/code per product.
Activation Key Codes will only be issued to Departmental Select Reps. To obtain the activation key code, the Departmental Select Rep will need to contact IT Services.
Upon Installation you will be prompted to enter this key/code. (This key will facilitate multiple installations of a single CD.) It is important to remember that the Activation Key Code is intended for your sole use you should keep this information secure. Your Department will be held responsible for unauthorised use within your department.
15Technical Support
- Microsoft Technical Support Web page
- Technical problems can be reported to Staff Support / Open Support at . If a member of IT Services cannot help we will liaise with Viglen or Microsoft on your behalf.
16Records You Should Keep
As stated in section 5 it is the responsibility of the department to ensure all installations of Microsoft products are licenced.
As Licence Certificates are held centrally, IT Services keep a record of all licence returns and the Licence Certificate issued. A print out of the number of licences reported for each department under the Select scheme is available from IT Services.
However departments are required to keep a record of all licences/installations. A copy of the select return should be retained by the department and it is advised that departments record which machine the software is loaded on /licence refers to (information not required by or kept by IT Services)
Microsoft reserves the right to audit customers during the term of the agreement and for a period of one (1) year thereafter.
17Product Use Rights
Use of the Microsoft products licenced under Select is governed by the Microsoft Product Use Rights. There are usage rights specific to each product and version.
18Disposal of Hardware/Software
Microsoft Select software MUST be DELETED from redundant machines before removal from the department or disposal.
19Contact Details
Ron SimmondsJoanne Hyatt
IT SERVICES IT SERVICES
Ext. 3219Ext. 9575
APPENDIX A – SAMPLE LETTER FOR EMPLOYEE HOME USE
(We advise this be printed off on school letterhead)
Code of Conduct for the use of Software under the (UniS)
Microsoft Select Agreement
Under the (UniS) Microsoft Select Agreement, you are hereby authorised to use a copy of the following Microsoft product(s)* for the period that the University remains licensed:
Publisher
Project
FrontPage
*Delete as applicable
You are granted the right to install a single copy of the software referenced above, on a home OR portable computer. This right is granted on the basis that:
- You will ensure that all requirements of the Select Agreement under which the University licenses the software will be upheld.
- You will ensure the security of any software made available to you, and agree not to make any additional copies, or knowingly permit other individuals to do so.
- You will only use the software for the following purposes: Teaching, Research, Central UniS Administration and Personal Education
- You will not reverse engineer, decompile or disassemble the software.
- You agree to return/delete all copies of the software referred to above, at the end of the year/period of employment/termination of Select Agreement or when requested to do so.
- You agree not to separate the components of a product made up of multiple components.
In signing this Code of Conduct, I agree that UniS reserves the right to take action against any individual who violates the terms of the licensing agreement, under which the aforementioned software is made available to me.
Name:......
Department:......
Signed:......
Date:......