BGSU Software License Tracking

How are software licenses tracked at BGSU?

Paid software licenses come in a variety of options. For software applications that have a site license (all BGSU users can install/use), concurrent license server (up to the number of purchased licenses can be in use at any given time), or a web portal for licensing (licenses are granted and removed through the portal), typically no additional tracking is needed. 

However, for software that does require tracking, in most cases either ITS or the purchasing department is responsible. 

If ITS pays for and owns the software, ITS is responsible for tracking license usage.  If the department or college pays for and owns the software, they are responsible for tracking. 

Tracking Requirements

Departments and colleges can choose the method that best works for them to track license usage. However, they are required to provide reports twice a year, in the fall and spring, to its-licensing@lists.bgsu.edu.

Reports must include: 

• Username: the BGSU username of each person granted a license. 

• Device ownership: whether the license was granted for use on a personal or university-owned device. 

• Asset tag (if university device): if the license was granted for a university-owned device, the asset tag of that device. 

• Date provided: the date the license was provided. 

This report will be attached to the software entry in our inventory. 

The department or college is responsible for learning about and managing any deactivation requirements of each license. Failure to do so may result in an additional financial cost to the department or college. 

For additional assistance, please contact Information Technology Services at 419-372-0999 or through chat.