Microsoft Campus Agreement
Per the Terms and Conditions of the Campus Agreement, you are required to maintain proper records on all users. That means that records must be kept on:
- Vendors who are reproducing the media and quantities
- Users who receive the media for Work at Home Use Rights
- All the school owned or leased machines that are running the Software
You do not necessarily need to keep records on all users who access the software on school owned or leased machines unless there is a possibility that unauthorized (non-academic) users may have access. If that's a possibility, the school should keep records on all users who access school owned or leased machines.
Most schools maintain a database of faculty and staff users as well as a separate student database, which is tracked via a Student Identification number, if they have Student Option.
You will need to determine the best method for record keeping. You may keep hard-copy records or an electronic database. It is recommended that you have your licensed Users initial and sign an Acceptance Form when media is distributed.
This information is then loaded into a database for tracking purposes. Proper record keeping of your licensed users is important and required per your agreement with Microsoft.
The section on facilitating compliance and record keeping from the Campus Agreement is below:
- You must keep all usual and proper records relating to your reproduction, distribution and use of the Software. We reserve the right to audit you during the term of this agreement and for a period of one (1) year thereafter, provided that such audit(s) will be conducted during normal business hours and in such a manner as not to interfere unreasonably with your operations.
- Additionally, you must use reasonable efforts to make your Users aware of the terms and conditions upon which they are allowed to run the Software. To this end, you must notify all Users that (a) you have entered into this agreement with us, (b) they are only licensed to run the Software during the term of this agreement; (c) if you don't renew this agreement or exercise the buyout option or otherwise purchase perpetual licenses for the Software, then the Software licensed under this agreement must be deleted and removed from all computers at the time that this agreement expires or is terminated and you must periodically publish in your institution-wide publication and applicable web sites either the then current License Agreement or a reference to the location (either physical or on a computer network) where the License Agreement can be reviewed. In addition, you will provide all reasonable cooperation to us to investigate and remedy any unauthorized reproduction of the Software made available for access or use to your Users.
Microsoft reserves the right to audit customers during the term of the agreement and for a period of one (1) year thereafter.