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KUMC Ownership of Computing Hardware and Software

Policy
Purpose: 

Principle
All computing hardware and software purchased by the University of Kansas Medical Center is property of the State of Kansas regardless of the source of funding.

Purpose
The purpose of this protocol is to assure compliance with Kansas state law.

Applies to: 

Resources covered
All computing hardware and software purchased by any school, department, or employee of the University of Kansas Medical Center.

Groups covered
All schools, departments, and employees of KU Medical Center.

Campus: 
Medical Center, Kansas City
Wichita
Salina
Policy Statement: 
  1. Any Principal Investigator who believes he/she should be able to transfer grant-funded equipment to another entity must get the approval of the Vice Chancellor for Research or his/her designate.
  2. Upon receiving such approval, the Principal Investigator should contact the Information Security Department to assure that the computer equipment is processed for transfer and that all records of ownership are updated accordingly.
  3. No computing hardware or software can be transferred to another entity without the approval of the Vice Chancellor for Research followed by processing through the Department of Information Security.
  4. There are no circumstances under which transfer of computing hardware or software to an individual (rather than an entity) is possible.
  5. The University reserves the right to retrieve any transferred computing hardware or software that is not transferred according to these procedures; to remove the data from such hardware; or to take any action necessary to assure the requirements of Kansas state statutes are adhered to and that sensitive state information is protected.
  6. University Vice Chancellors, Deans, Department Chairs, and Directors are responsible for assuring that their faculty and staff follow these procedures.
Exclusions or Special Circumstances: 

There are no exceptions to these procedures.

Contact: 

For information on this policy, please contact:

Eric Walters
Director of Information Security
Department of Information Resources
University of Kansas Medical Center
1020 Taylor, 3901 Rainbow Blvd
Kansas City, Kansas 66160
(913) 588-0966

Michael Harmelink
Associate Vice Chancellor for Information Resources
Chief Information Officer
University of Kansas Medical Center
1018 Taylor, 3901 Rainbow Blvd
Kansas City, Kansas 66160
(913) 588-4900

Approved by: 
Executive Vice Chancellor
Approved on: 
Thursday, July 5, 2012
Effective on: 
Thursday, July 5, 2012
Review Cycle: 
Annual (As Needed)
Background: 

According to Kansas statute, all property purchased by Kansas State agencies, including the University of Kansas Medical Center, is property of the State of Kansas regardless of the source of funding.  Any disposition of such property, including any and all computing equipment, must follow State guidelines.  "Disposition" includes transfer of ownership to any individual or entity other than the State of Kansas.

At the University of Kansas Medical Center, equipment purchased 100% with grant funding may, under certain circumstances, be exempted from this policy.  At the sole discretion of the Vice Chancellor for Research, such equipment may be transferred to another entity (but not to an individual) if the Principal Investigator of a given grant transfers to that entity and the responsibility for administration of that grant also transfers to that entity.

Regardless, if the Vice Chancellor for Research authorizes the transfer of computing equipment to another entity, all software on that equipment installed under a University of Kansas Medical Center site license-including GroupWise, Microsoft Office, McAfee products (anti-virus, anti-malware, encryption), SPSS, and all other site-licensed software-AND all software purchased from any funding source other than the grant being transferred to another entity must be removed from that equipment prior to its transfer.  Mobile Device "apps" purchased from University-approved "app stores" costing under $100 and licensed to individuals rather than to the University and are excluded from the removal requirement.

Keywords: 
ownership, hardware, software, transfer, equipment
Review, Approval & Change History: 

2014-07-15:  Updated contact information.

2014-03-03: Reviewed and moved into KU Policy Library.

2013-04-18: Reviewed with no changes.

Information Access & Technology Categories: 
Information Technology

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