This document is intended for use as a reference
by departments and student bodies of the
University. The word "entity"
denotes department or student body in this document.
- Promote awareness of the Ordinance
can refer to www.cuhk.edu.hk/policy/copyright
to obtain information about the Ordinance.
Make it known to all entity members that your
entity is committed to using properly licensed
software. Emphasize that illegal duplication
or use of software is a serious offense.
a member to be the "compliance
officer" responsible for ensuring
proper software use
The responsible individual could be a member
of your entity with sufficient seniority to
be able to give appropriate directions to
other members on what to do in order to comply
with the Ordinance in the area of computer
- Take inventory for all computers
Identify all computers in your entity. You
may want to record information such as location,
authorized users, brand and model for each
one of them.
- Take inventory for all software products
For each of the computers in your entity,
list out all software products installed in
it. You can contact the Information Technology
Services Centre (ITSC) for information on
how to do this.
- Clean up illegal software products
the software inventory taken above, identify
all illegal software products, if any, and
remove them from the respective computers.
What you can do is, from the software inventory,
exclude software products which are legally
licensed by your entity, and by staff and
students on their own. You should also exclude
software products which are covered by the
site licenses (please refer to it for
details and eligibility). The remaining ones
can be regarded as illegal and should be removed.
Another approach is to re-install the system
from scratch, and install only software products
that are both legal and necessary for the
You can refer to the document "Guidelines
for Compliance on the Use of Computer Software"
for information on handling different
types of software licenses. You can
also contact the ITSC for information
on how to remove software products
or re-install the system from scratch.
Collect and file software license agreements
For software products which are purchased
by your entity, either from the ITSC or directly
from the vendors, collect and file the actual
software license agreements as well as invoices
and other documents showing their legitimate
- Handle personal software products
For personal software products which are
installed onto the entity's computers by staff
or students on their own, make sure that the
software products are individually authorized
by the entity for installation. The relevant
information of the software products (e.g.,
software name, version and description, purpose,
installation and removal dates, id of the
computer on which the software is installed,
name of the installer, name of the authorizing
person, etc.) should also be recorded by the
entity for monitoring purposes. Furthermore,
the entity should have the staff members or
students signed a declaration stating the
personal software products that they install
onto the entity's computers on their own are
Perform on-going software management
maintain proper use of software is an on-going
exercise. You can refer to the document "Guidelines
for Effective Software Management"
for information on how to handle it.
above information only serves as a reference.
The information does not constitute legal advice
in anyway. The Information Technology Services
Centre does not accept any liability for any loss
or damage caused to any person relying on any
information or omission in this document.
User Support Division
Information Technology Services Centre
Version 2, May 2010