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Cost Recovery Services

Contracts & Licensing Cost Recovery Products

For more information about each of these products, visit Contracts and Licensing's products page.

Products

Contracts & Licensing's Responsibilities
  1. Provide client a non-exclusive, non-transferable license to install and use the products, including their components, features, and services, on client's institutionally owned computers.
  2. Provide client an updated list of the products the client may install and use.
  3. Handle all contractual matters related to a Memorandum of Understanding (MOU).
  4. Provide assistance, when necessary, with communications and clarification to client's departmental users.
  5. Provide client instructions on how to access the products to be installed.
  6. In December of each year, provide client's prior year and current Full-time Equivalent (FTE) employee counts for the client's confirmation.
  7. In January of each year, provide client with an annual invoice and MOU for the Adobe Software Licensing based upon the client's then-current FTE count and pricing.
Client Responsibilities
C&L Specific Requirements
  1. Identify and provide C&L with the contact information for an authorized departmental IT representative, who will work closely with C&L.
  2. Inform C&L in a timely manner of any changes to the authorized departmental IT representative.
  3. The client is responsible for any charges, fees, penalties, claims, demands, and/or causes of action whatsoever, arising from the client's installation and use of unauthorized Adobe products or services.
  4. Provide C&L payment annually for the client's installation and use of the products.
Adobe Specific Requirements
  1. In a timely manner, provide C&L (to report to Adobe) with all records and information requested in order to verify that the client's installation and use of the products is in conformity with the Adobe license requirements.
  2. Adobe has the right, upon ten (10) business days' prior notice, to inspect records, systems, and facilities to verify the installation and use of the products.
  3. Once annually and prior to January 15th, provide C&L with an accurate record of the: (i) clients's total number of copies of the products that have been deployed; and (ii) client's then current accurate full-time and part-time faculty and staff counts.
  4. At the end of the Adobe license term, if the agreement is not renewed, uninstall all copies of the products from all computers and provide C&L with a letter of destruction in a form provided with a MOU.
  5. Do not modify, port, create derivative works of, adapt, translate, reverse engineer, decompile, disassemble, or otherwise attempt to discover the source code of the products delivered and object code.
  6. The client is prohibited from: (i) using the products on behalf of third parties; and (ii) renting, leasing, lending, or granting rights to the products to third parties.
  7. The client's installation and use of the products shall be in compliance with all applicable laws, regulations, policies, and procedures.
  8. At no additional cost, the client may extend use of the products to client's faculty and staff for installation and use of the products on only one of their personally owned computer. No installation keys can be shared with the faculty or staff members.
Contracts & Licensing's Responsibilities
  1. Provide the client a non-exclusive, non-transferable license for the client's Named Authorized Users to use the products, including their components, features, and services.
  2. Provide the client an updated list of the products that the client may use.
  3. Provide credentials for each of the client's Named Authorized Users to access the products.
  4. Provide assistance, when necessary, with communications and clarification to the client's Named Authorized Users.
  5. Handle all contractual matters related to a Memorandum of Understanding (MOU)
  6. In May of each year, provide the client with an annual invoice and MOU for Citrix Licensing based upon client's then-current count of Named Authorized Users and current pricing.
Client Responsibilities
  1. Each of the client's Named Authorized Users must have a unique user ID.
  2. Provide C&L with the full name, UGA MyID, unique user ID, and participating unit's name, address, and phone number for each of the client's Named Authorized Users.
  3. Inform C&L in a timely manner of any changes to the client's Named Authorized Users.
  4. Only the client's Named Authorized Users may schedule meetings.
  5. Provide C&L payment annually for the client's Named Authorized Users' use of the products.
  6. The client is responsible for any charges, fees, penalties, claims, demands and/or causes of action whatsoever, arising from the client's Named Authorized Users' unauthorized use of Citrix products or services.
  7. Do not modify, port, create derivative works of, adapt, translate, reverse engineer, decompile, disassemble, or otherwise attempt to discover the source code of the products delivered and object code.
  8. The client's Named Authorized Users are prohibited from: (i) using the products on behalf of third parties; and (ii) renting, leasing, lending, or granting rights to the products to third parties.
  9. The client's Named Authorized Users shall use the products in compliance with all applicable laws, regulations, policies, and procedures.
Contracts & Licensing's Responsibilities
  1. Provide the client a non-exclusive, non-transferable license to install and use the products including their components, features, and services on the client's institutionally owned computers.
  2. Provide the client an updated list of the products the client may install and use.
  3. Handle all contractual matters related to a Memorandum of Understanding (MOU).
  4. Provide assistance, when necessary, with communications and clarification to the client's departmental users.
  5. Provide the client with an installation key.
  6. Negotiate directly with IBM for the best annual license pricing.
  7. In March of each year, provide the client with an annual invoice and MOU for IBM SPSS Software Licensing based upon the number of IBM SPSS licenses requested and the current pricing.
Client Responsibilities
  1. Identify and provide C&L with the contact information for an authorized departmental IT representative, who will work closely with C&L.
  2. Inform C&L in a timely manner of any changes to the authorized departmental IT representative.
  3. Install the product for Academic use only. SPSS Compliance term is as follows:   “… Licensee's use of the Program is restricted to classroom teaching and noncommercial academic research ("Campus Use"). Non-commercial academic research means research by degree seeking students and faculty members where (i) the results of such research are not intended primarily for the benefit of a third party; (ii) such results are made available to anyone without restriction on use, copying or further distribution; and (iii) any copy of any such result is furnished for no more than the cost of reproduction and shipping. Any other use including but not limited to university administration and operations is strictly prohibited.”
  4. Install the products on one (1) computer only.
  5. The client is responsible for any charges, fees, penalties, claims, demands, or causes of action whatsoever, arising from the client's installation and use of unauthorized IBM SPSS products or services.
  6. Provide C&L payment annually for the client's installation and use of the products.
  7. At the end of the IBM SPSS license term, if the agreement with IBM is not renewed, uninstall all copies of the products from all computers and provide C&L with a letter of destruction.
  8. Do not modify, port, create derivative works of, adapt, translate, reverse engineer, decompile, disassemble, or otherwise attempt to discover the source code of the products delivered and object code.
  9. The client is prohibited from: (i) using the products on behalf of third parties; and (ii) renting, leasing, lending, or granting rights to the products to third parties.
  10. The client's installation and use of the products shall be in compliance with all applicable laws, regulations, policies, and procedures.
 
Contracts & Licensing's Responsibilities
  1. Provide the client a non-exclusive, non-transferable license to install and use the product including their components, features, and services on all of the client's institutionally owned computers.
  2. Provide access to the list of the students as identified and verified by the client. These students will receive access to a password protected site where they can download and install the product on one (1) of their personally owned computers.
  3. Provide the client's faculty and staff with access to installation site where they can download and install the product on one (1) of their personally owned computers.
  4. Approve all installation requests as soon as verification process is completed.
  5. Handle all contractual matters related to a Memorandum of Understanding (MOU).
  6. Provide assistance, when necessary, with communications and clarification to the client's departmental users.
  7. In September of each year, provide the client with an annual invoice for the product licensing based upon the client's departmental participation and current pricing.
Client Responsibilities
  1. Identify and provide C&L with the contact information for an authorized departmental representative, who will work closely with C&L.
  2. Inform C&L in a timely manner of any changes to the departmental representative.
  3. The client may install and use the product on all institutionally owned departmental computers.
  4. At no additional cost, the client may extend home use rights of the product for installation on one (1) personally owned computer by the client's faculty, staff, employees, and all students taking classes in the participating department.
  5. Provide C&L with the client's class rolls indicating the class number, instructor, students' names and UGA MyIDs.
  6. The client is responsible for any charges, fees, and/or penalties, claims, demands, or causes of action whatsoever, arising from the client's installation and use of unauthorized Wolfram products or services.
  7. Provide C&L payment annually for the client's departmental participation in Mathematica Software Licensing.
  8. Do not modify, port, create derivative works of, adapt, translate, reverse engineer, decompile, disassemble, or otherwise attempt to discover the source code of the product delivered and object code.
  9. The client is prohibited from: (i) using the product on behalf of third parties; and (ii) renting, leasing, lending, or granting rights to the product to third parties.
  10. The client's installation and use of the product shall be in compliance with all applicable laws, regulations, policies, and procedures.
 
Contracts & Licensing's Responsibilities
  1. Provide the client a nontransferable, limited, and temporary license to install and use the programs including their components, features, documentation and services on all of the client's institutionally owned computers, as well as on faculty or staff personally owned computers.
  2. Provide the client an updated list of the programs the client may install and use.
  3. Handle all contractual matters related to this MOU.
  4. Provide client instructions on how to access the programs to be installed.
  5. In August of each year, provide the client with an annual invoice and MOU for the MATLAB Software Licensing based upon the client's prearranged share of the total licensing cost.
Client Responsibilities
C&L Specific Requirements
  1. Identify and provide C&L with the contact information for an authorized departmental IT representative, who will work closely with C&L.
  2. Inform C&L in a timely manner of any changes to the authorized departmental IT representative.
  3. Provide C&L payment annually for the client's installation and use of the programs.
MathWorks Specific Requirements
  1. The client agrees to the following eligibility and use restrictions of the Home License: Must be an individual and not for commercial use, including for profit or revenue generating activities.
  2. The programs may be installed in a central location, on institutionally owned or licensee's faculty, research and academic staff personally owned computers to accelerate startup times, as long as installations on the individual computers are controlled by the License Manager.
Section I
C&L shall do or cause to be done the following:
  1. Train the client on how to use the Microsoft Volume Licensing Service (MVLS) download website.
  2. Maintain free access for the client to use the MVLS website.
  3. Provide a list of the Microsoft products the client may download and get licensing keys for under the Microsoft Campus Agreement (MCA).
  4. Handle all contractual matters related to a Memorandum of Understanding (MOU).
  5. Provide assistance, when necessary, with communications and clarification to the client's departmental users.
  6. Inform the client of any major letter changes.
Section II
The client shall do or cause to be done the following:
  1. Identify and provide the contact information for an authorized departmental IT representative responsible for downloading products through the MVLS website.
  2. Inform C&L in a timely manner of any changes to the authorized departmental representative
  3. Purchase licensing for any non-MCA products downloaded.
  4. Do not share the MVLS codes with anyone other than the client's authorized and trained departmental IT representative.
  5. Do not accept any "click through" agreements without prior approval.
  6. Allow the identified authorized departmental IT representative to receive training through C&L.
  7. Hold C&L harmless against any charges for the client's unauthorized use of MCA and/or non-MCA products.
Contracts & Licensing's Responsibilities
  1. Provide client a nontransferable, limited, and temporary license to install and use the program, including their components, features, documentation and services on all of client’s institutionally owned computers, as well as, faculty, graduate students, post-doctoral students, and staff are permitted to install and license the software for instructional purposes or academic research purposes on their home or laptop computer.
  2. Provide client an updated list of the programs that client may install and use.
  3. Handle all contractual matters related to a MOU.
  4. Provide client instructions on how to access the programs to be installed.
  5. In April of each year, provide client with an annual invoice and MOU for the LabVIEW Software Licensing based upon the client’s pre-arranged share of the total licensing cost.

Client Responsibilities

C&L Specific Requirements
  1. Identify and provide C&L with the contact information for an authorized departmental IT representative, who will work closely with C&L.
  2. Inform C&L in a timely manner of any changes to the authorized departmental IT representative.
  3. Provide C&L payment annually for client’s prearranged share of the total licensing cost for installation and use of the programs.
National Instruments Specific Requirements
  1. Anyone with an @uga.edu email address gets full access to online training materials and access to support.
  2. Faculty, graduate students, post-doctoral students, and staff are permitted to install and license the software for instructional purposes or academic research purposes on their home or laptop computer.
  3. Undergraduate students are not allowed to install the software on their personally owned computers.
  4. The license shall not be used for any commercial or industrial purpose.

Contracts & Licensing Responsibilities

  1. Provide client a non-exclusive, non-transferable license for the client’s Named Authorized Users to use the products, including their components, features, and services.
  2. Provide the client an updated list of products that the client may use.
  3. Provide credentials for each of the client’s Named Authorized Users to access the products.
  4. Provide assistance, when necessary with communications and clarification to the client’s Named Authorized Users.
  5. Handle all contractual matters related to a Memorandum of Understanding (MOU).
  6. In May of each year, provide the client with an annual invoice and MOU for Zoom Add-ons, where applicable, and current pricing.

Client Responsibilities

C&L Specific Requirements.

  1. Identify and provide C&L with the contact information for an authorized departmental IT representative, who will work closely with C&L.
  2. Inform C&L in a timely manner of any changes to the authorized departmental IT representative.
  3. The client is responsible for any charges, fees, penalties, claims, demands, and/or causes of action whatsoever, arising from the clients Named Authorized Users’ unauthorized use of Zoom products or services.
  4. Provide C&L payment for Add-ons associated with the clients Sub-account, or notify C&L at the renewal period that an Add-on will not be renewed.
  5. Clients will reference Admin Settings when managing their Sub-accounts.
  6. Admins will maintain user accounts for their Sub-account and be responsible for clearing invalid user accounts.
  7. Admins will make sure all users have a SAML attribute associate with the account for provisioning.

Zoom Specific Requirements

  1. Do not modify, port, create derivative works of, adapt, translate, reverse engineer, decompile, disassemble, or otherwise attempt to discover the source code of the products delivered and object code.
  2. The client's Named Authorized Users are prohibited from: (i) using the products on behalf of third parties; and (ii) renting, leasing, lending, or granting rights to the products to third parties.
  3. The client's Named Authorized Users shall use the products in compliance with all applicable laws, regulations, policies, and procedures.

 

 

Contracts & Licensing's Escalation Path Contact Information
Tier 1: Contact the EITS Help Desk by phone (706-542-3106) or email (helpdesk@uga.edu)
Tier 2: Contact Kaye Crane, IT Contracts & Licensing Administration Assistant, by email (kcrane@uga.edu)
Tier 3: Contact Bret Jamieson, IT Associate Director of EITS Contracts & Licensing, by email (bret.jamieson@uga.edu)
 
Updated: 10/25/2018