Guides for Schools

SOFTWARE USE POLICY

Q. DOES THE DOE HAVE A SOFTWARE USE POLICY?

A. YES:
Duplication of copyrighted software is prohibited except for a single archival copy, which may not be used concurrently with the original. Duplication of documentation is similarly prohibited. The written permission of the publisher must be obtained to use the original and back-up copies simultaneously.

New York City Public School computers may not be used to illegally duplicate copyrighted software.

You must contact the software publisher to obtain written permission and procedures for making back-up and multiple copies, other than the single archival back-up (see above). A license from the publisher is required to download or network programs to other microcomputers.

The use of illegally duplicated software, however obtained, is expressly prohibited in all New York City Public School facilities. All licensing agreements required by the publisher and agreed upon, as a condition for use, must be adhered to, especially those concerning multiple users; i.e., a classpack vs. an individual-use program.

The Principal of each school or the Director of each CFN is responsible for establishing procedures and practices to enforce the DOE Software Policy.

The Software Policy should be posted conspicuously in every computer room and next to computers available to students and staff.


HOW DO I ORDER?


Q.
HOW DO I PLACE A NYSSL ORDER?

A. Most NYSSL requisitions should be placed through the DCP's electronic purchasing system. Upon electronic authorization by your CFN or Central Office Director, a requisition is automatically forwarded to "production," where it is encumbered against the specific account in the FAMIS spending plan. The appropriate Budget and Object Codes are then charged and your school's account balance is electronically updated. At that time, a Machine Generated Order ("MGO") or electronic order is produced and sent directly to the vendor by DCP. The processing status of a requisition is available on-line.

Q.
CAN I PURCHASE APPROVED SOFTWARE NOT LISTED IN FASTRACK OR THE DCP CATALOGS?

A. YES - Any NYSSL - approved materials not listed in the DCP Item Master (for contractual reasons) must be ordered by means of a typed Purchase Order via FAMIS. Object Code 199 is the only code that can be used. (NPS must contact the Non-Public School Unit for further instructions)

Q.
CAN I CHARGE ANY OTHER EXPENDITURES TO OBJECT CODE 199?
A. Only the actual cost of NYSSL-approved software and the associated shipping & handling charges from the vendor to the school/Board central office may be charged to Object Code 199. Prices for all contracted software listed in the DCP Item Master, software catalog, or electronic purchasing system include all allowable charges, including inside delivery to school-designated locations. Personal Services may not be charged against NYSSL Budget Codes; neither can expenditures related to distribution, storage, inventory, and administration of NYSSL purchases, including any personnel costs.

Q.
IS THERE A FINAL DELIVERY DEADLINE?

A. YES - Reimbursement for NYSSL expenditures can only be obtained by the DOE for those materials actually delivered during the fiscal year against which the funds for the purchase were expensed. Therefore, deliveries of NYSSL purchases must be completed by June 30th of the corresponding fiscal year to ensure proper reimbursement.

Q. HOW ARE NYSSL ORDERS AND PAYMENT VOUCHERS PROCESSED?

A. NYSSL orders and payment vouchers are processed the same way as regular tax-levy purchases.