UQ has updated the Software Acquisition and Use Procedure to provide extra information for staff obtaining new software at work.
The procedure defines the processes and requirements for acquiring cloud software, individual software licences and software for widespread use. Requirements apply even when the software is free, as these applications can still carry commercial and cyber risks that threaten UQ’s information security.
Why is it so important to comply?
- We need to ensure that UQ complies with legislative requirements to protect personal information.
- We need to know where UQ’s information is stored, how it’s managed and who has access – this is vital to avoid data loss or breaches and ensure our information and cyber security standards are met.
- If cloud software isn’t integrated with UQ Authenticate (UQ’s sign-on system), staff could access UQ information after they leave the University.
- The Software Licensing team can help you purchase the right licence type (e.g. research, academic, commercial), avoid non-compliance fines, and navigate any legal risks associated with software terms and conditions.
- The Software Licensing team can advise on potential cost savings, deployment and technical requirements to ensure a smooth experience.
- Providing support to UQ staff and students is easier when the software landscape is managed correctly. It’s also important to provide a cohesive digital environment for students.
What are the core requirements?
For full details, read the procedure and the purchasing or requesting software page.
- Before acquiring new software, check UQ’s software catalogue. You can also submit an IT support request to see if UQ already has software that meets your needs.
- Software terms are ICT contracts and can only be accepted at UQ by the appropriate Contract Delegate or Sub-Delegates. Read more about delegations.
- Staff acquiring new software must complete the low risk licence review checklist and ICT contract and procurement brief before reaching out to ICT Procurement to organise contract acceptance.
- There are additional risks associated with acquiring cloud software – staff must reach out to IT support for assistance classifying information and completing the cloud services cyber security checklist. Read more >
- The procedure also sets requirements for staff obtaining software licences, software for labs, and software for widespread use.
IT support can help staff make the right choice when it comes to software, and in the new year, we will engage with staff across research, teaching and learning and professional services to ensure everyone understands these requirements fully.
The Software Licensing Team is happy to answer your questions about the procedure and provide advice on software acquisition and use – please get in touch if you have any queries.
