Software Licensing

🌐 Service overview

Software licensing supports the procurement, renewal, assignment, and compliance management of software used for teaching, learning, research, and administrative work at Laurentian University. This service helps ensure that academic site licenses, lab software, cloud subscriptions, and specialized applications are available to eligible users under the correct licensing terms.

Timelines

🔄 What to expect

1. Request submission: Submit a software licensing request with the software name, vendor, version, required date, number of users, intended use, and any quote, renewal notice, license key, or vendor documentation.

2. Review and eligibility check: IT reviews the request to confirm eligibility, licensing terms, funding or departmental approval needs, and whether the software is already available through an existing Laurentian license.

3. Follow-up if more information is needed: You may be contacted for additional details such as course or lab information, user lists, device requirements, installation instructions, privacy/security details, or procurement information.

4. Procurement, privacy, security, or technical review: New software, renewals, cloud services, or tools that handle institutional or personal information may require additional review before approval or deployment.

5. Licensing, access, or deployment: Once approved, IT will coordinate the license assignment, renewal, activation, vendor account access, license server configuration, or deployment to managed devices, labs, or teaching spaces as applicable.

6. Confirmation and closure: IT will confirm when access has been provided, the license has been renewed, or the issue has been resolved. If the request cannot be completed, you will be advised of the reason and any available alternatives.

✅ Services provided

• Reviewing software requests for academic, administrative, lab, classroom, or research use.

• Coordinating campus-wide, site, concurrent, named-user, and course-based licenses.

• Assisting with renewals, license counts, cost estimates, vendor quotes, and funding or departmental approval requirements.

• Working with instructors and departments to prepare required software for teaching labs, shared computers, and course delivery.

• Supporting activation, sign-in, entitlement, license server, and subscription access issues.

• Helping confirm whether software use complies with vendor terms, privacy requirements, cybersecurity expectations, and institutional policies.

📌 Before you request

• Include the software name, version, vendor, and website, if known.

• Identify who needs access, such as a course, class list, department, lab, employee group, or individual user.

• Provide the required date, term, room or lab location, number of users, and whether the software is needed on university-managed devices or personal devices.

• Attach any vendor quote, renewal notice, purchase documentation, license key, or error message that may help with the request.

• For new software, allow additional time for procurement, security, privacy, accessibility, compatibility, and deployment review.

🚫 Not included

• Software purchases made independently without required approval or review.

• Personal software, personal device troubleshooting, or privately owned licenses not managed by Laurentian University.

• Requests to bypass license limits, share individual accounts, or use software outside the vendor’s permitted terms.

• Custom application development, advanced training, or discipline-specific consulting beyond license and access support.

• Hardware upgrades or lab computer changes that are not directly tied to an approved software deployment.