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Quick Reference

Software

Software Quick Reference

I'm reformatting my computer. Can I reinstall software purchased through NU?

If you are reformatting a drive, you are permitted to reinstall your site-licensed software. To do so, please provide your prior proof of purchase or the order number from your previous NUIT-purchased version, along with your NetID, to questions@software.northwestern.edu.

If you are moving to a new computer, you are also permitted to transfer the license and reinstall software on the new computer. However, the software must be uninstalled from the old computer.

How can I download software when I'm off-campus?

If you are off-campus and want to download software from either the Northwestern software server or E-Academy, you must first authenticate to the NU Network with Virtual Private Network (VPN).

What is a software license?

A software license gives a person (or an institution) the right to use a software product in a particular way. The terms of the license agreement describe the permitted uses of the software. Copyright law also limits how a person may use the software. A person needs a license for each software program he or she installs on a computer.

What is a software upgrade?

A software upgrade is a new release of the original software program with a number of noticeable improvements and new features, along with bug fixes. A license holder does not have the right to copy upgrades.

What is a software update?

In most cases, when you license a software product, you are given the right to copy and apply updates to that program which may be released. These updates fix program errors ("bugs") or may slightly extend the capabilities of the licensed software program.

What is media?

Media is a physical storage device, such a CD-ROM disk or a set of diskettes, which can be used to install the software onto one or more computer systems. For each computer on which you install a software program, you must purchase a license. Possessing media for a computer software program is NOT the same as being licensed to copy and use the software.

How does copyright law apply to software licensing?

According to the U.S. Copyright Act, it is illegal to make or distribute copyrighted material (which includes computer programs) without specific authorization from the copyright owner. The unauthorized duplication of software constitutes copyright infringement, regardless of whether it is done for sale, for free distribution, or for the copier's own use.

Where can I read more about Northwestern's policy on software use?

Please visit the NUIT policy Use and Copying of Computer Software for more information.

If I purchase a license on the Microsoft Select, SAS, or SPSS programs, will I receive an official license certificate?

Under these programs, no official license certificates will be delivered to departments.

What does my department need to do to keep good licensing records?

Department records may be inspected by University auditors or others under terms of individual or volume purchase agreements. A department must document (through journal vouchers or purchase orders) how the software has been deployed on University-owned computers, including Work At Home provisions. Those ordering through the NUIT Site License program will receive an order summary e-mail once the order is processed; please print this and keep it for your records. Should questions arise about valid licenses in the department, NUIT will provide the necessary documentation.

NUIT recommends that the departmental documentation of all software purchases include the following for each license:

  1. Order number
  2. Date of purchase
  3. From whom purchased (e.g., NUIT)
  4. Software product name and manufacturer (e.g., Microsoft Office 2003)
  5. Software package serial number
  6. Primary user of computer and/or serial number of computer
  7. Description of any home use arrangement with this license

While NUIT will be able to show that a department has a specific number of legitimate licenses, only the department's records can answer questions about how those licenses are deployed.

I have purchased multiple copies of one license. Will I get multiple license codes for each installation?

No. If a license code is required for the installation, it can be reused for as many times as the number of licenses purchased.

What are my responsibilities if I am given a license code upon my license purchase?

To avoid violation of Northwestern's policy and copyright laws, the license code must be kept secure and only distributed to an employee authorized to install the software for as many times as licenses you have purchased.

Last Updated: 08 July 2008