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Hi all,

I’m wondering what personnel resources are devoted to software licensing and distribution at other universities.  Here at LSU, it’s currently worked on part time by an FTE, a student worker, and a graduate assistant.  We’re reviewing this arrangement and would be interested in what others are doing.


I’d be grateful for any information that you’d be willing to share.




Michael Smith | LSU Information Technology Services

User Support and Student IT Enablement | Director, Technical Services | 225-578-3759 |


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we have:


-        Part time of me (CIO) at System

-        Part time of attorney at System

-        A campus computer store with locations at some of the campuses and also online assistance

-        A dedicated staff member in Software Distribution

-        Helpdesk at UT Austin answering some questions

-        Various colleagues and helpdesks at each campus as they may have their own programs or interpretations. For example Matthew Marr at UTSA (on this list) and Cam Beasley (security officer at UT Austin who does a lot of contracting work in that area)



Margaret H. Knox        


Chief Information Officer (CIO)     (512)322-3774   

The University of Texas System

CTJ 2.218 78701



My job is called "Software Coordinator" or "Software Licensing Coordinator" depending on what doc you read, and I handle most of the licensing issues, along with some staff in Systems who deal with specific licensing for a few specific systems.  I'd say full-time, but I also do a lot of other hands-on work involving software testing and management (I'm the app admin for KeyServer, created and maintain a comprehensive software database that's used by our Service Desk and Systems group, e.g.) and overall software management.

Our department administrative assistant handles all the walk-in sales (most of which we'll be moving online to Kivuto hopefully soon), primarily handling our campus contract sales such as SPSS, SAS, SEP and a few others.

Campus bookstore sells software but is totally separate from ITS.  They just dropped our Student Select vendor in favor of a new company (who then tried to tell us we should only work with them and implied they were taking over the Select contract which they weren't).

Contract/license review involves our budget director who mostly passes on the review requests to our University Counsel, who reviews every software license or contract that comes to campus.  Then the usual cast of administrators who have to sign off on the "risk acceptance" statements that I draft after UC says the contract violates state law, so we can use the software anyway (don't get me started...).

I think that covers most of it.


Janice K. Tulloss, PhD, ASM
Software Licensing Coordinator
ITS - Client Services
202 Forney Bldg.
UNC Greensboro
Greensboro, NC 27412

336-542-2805 (Google Voice)

Here at SAIC, it is done part time by one person (me). It takes about 30% of my time during the school year, and 50-60% during the summer, which is often license renewal season.

Chad Gerth, MFA, PMP
Director - Technology and Project Planning
Computer Resources and Information Technologies
School of The Art Institute of Chicago
312-499-4207 (office)

At North Carolina State University, we have 2 full time FTE and two students workers.  We also utilize a small percentage of one of the University's attorneys in special projects and license review.  We're  responsible for most university-wide licensing for both academic and administrative licensing, as well as all administrative licensing in the Office of Information Technology.  This includes Oracle, Peoplesoft, SAS, IBM, etc..

Distribution of software is provided on our web site, dedicated shares for IT support staff or through our campus bookstore.  We used to offer media distribution, but there is no longer a need for this.

A good portion of my day includes contract review, negotiation, budget forecasting, risk assessments, etc, and my department also maintains a software asset database, completes renewals, purchases and provides licensing support.


Bill Coker,  ASM
Manager, Software Licensing
Office of Information Technology
North Carolina State University
Phone:  919-515-5419
Fax: 919-515-3694

At University of Illinois, we created the WebStore ( for sales and distribution of volume/site license software products to all three UI campuses.  We have 2 FTE responsible for managing the license servers, Virtual App server, creating/maintain WebStore offers, performing order fulfillment and handling support to the students, staff and faculty (approximately 90,000 total) of our Urbana/Champaign, Chicago and Springfield campuses.  In addition, I perform contract management and procurement and also manage the training, programming and marketing functions of the service.  We are now getting into distributing e-text because of the similarities in distribution models and operate on a cost-recovery basis.  Please let me know if you require any additional information.




Andre Krabbe

Manager of Services

Campus Information Technologies and Educational Services (CITES)

University of Illinois at Urbana/Champaign


1304 West Springfield Avenue

2512 DCL / MC-256

Urbana,  IL  61801

P: 217.265.6346 | F: 217.265.5635 | E:


University of Illinois WebStore -   


This e-mail, and any files attached to it, may contain privileged and confidential information. It is intended solely for the use of the designated addressee(s), and may be legally privileged communication. If you received this e-mail by mistake, please notify Andre Krabbe ( immediately and destroy all copies of this e-mail and its attachments. You are hereby notified that any third-party dissemination or distribution of this confidential information, or the taking of any action in reliance on its contents, is strictly prohibited by state and federal law.


At our institution, we have 2-3 FTE staff involved in client software licensing and distribution, but others participate as well.  Those 2-3 FTE do not solely handle client software licensing and distribution – they also handle client technology purchasing and other duties as well.  Two of the people are our primary practitioners; one is primary on licensing and backup on purchasing, the other is vice-versa, so we have redundancy.  We are also examining our client technology purchasing and client software licensing processes, determining which are most routine, and involving our Help Desk as much as possible on the front end so the practitioners can focus on the 20% of the cases that take 80% of our time.  J


Please note that the large majority of our enterprise server hardware technology purchases, and many of the big yearly software contracts (e.g., Oracle, Google) are handled by others outside that group; our Systems Administration group determines the server hardware we need, and the big yearly software contracts I alluded to above are handled by the folks inside and outside of our group, those individuals who had traditionally worked with mainframe software contracts in years past.  There’s no specific dividing line between “large” and not – for example, our group deals with our Microsoft Campus Agreement – it’s partly a matter of plan and partly a matter of evolution.


For client software contracts which require the appropriate institutional individual to sign, we forward those to our institution’s Procurement Services department – the Director reviews and signs those, and works with vendors when he finds T&Cs that need to be changed.  For purchases that don’t require signatures on contracts (e.g., shrink-wrap agreements), our group reads over the T&Cs and determines if and how they can be installed.  Most of our institutionally-owned client devices do not provide users with admin access, and our Desktop Systems team (who does the installations on client devices) consults with us prior to installation as part of routine business practice; installation vs. no installation is the main method we use for enforcing client software licensing agreements.


Ideally, I tend to believe that the more expertise you can equip the Help Desk/Service Desk with, the better.  For example, I would rather have six FTEs assigned to the Help Desk 50% of the time for Help Desk duties and 50% for purchasing/licensing duties than I would to have three FTEs at the Help Desk 100% of the time and the other three FTEs assigned to purchasing/licensing duties 100% of the time.  It deepens the Help Desk people’s understanding in other areas (and gives them a break from being on phones, etc.) and it gives the purchasing/licensing people ongoing experience in direct customer service.  Plus, it allows the purchasing/licensing people to back the Help Desk when Help Desk is exceptionally busy, and vice-versa, because they share common skill sets.


Finally, there are some people inside and outside of our group with in-depth expertise in issues which are more in the contracting/licensing/legal issues realm with which our group needs to consult, and who need to take lead positions when it comes to big issues like Adobe, SPSS/IBM, Microsoft Campus Agreement/Select/etc. – the kind of stuff we chat on this list about.  In our group, that’s currently me – outside our group, it’s my Associate Vice President and others when they need to be/want to be involved.  I’m doing my best to work with our group on professional development so they can work as independently of me as possible, and we have a couple of younger and very bright people in that group who need an additional year or two or three years of training and experience to get to the point where I have nothing more left to do.  J


I tend to believe that the days are behind us where we could just count software boxes and photocopy license agreements to ensure compliance at an acceptable level of risk.  It is increasingly taking a decent set of people filling a number of roles, as well as an ability to work cross-departmentally with academic departments and with others (e.g., Procurement Services, Accounts Payable, Legal) to ensure compliance at an acceptable level of risk.


- Rick


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Rick Engelhardt

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