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Software Site Licensing Programs

The Information Technology Services coordinates various site licensing programs and volume purchase arrangements to facilitate the departments to acquire PC software at educational and discounted prices.

1. Adobe Site License Programme
2. Microsoft Products
3. Symantec Ghost
4. Anti-Virus Solution
5. SAS Products
6. SPSS Products
7. NVivo
8. VMware
9. PDF-XChange PRO
10. e-Survey Service (Qualtrics)
11. MATLAB and Simulink
12. SmartDraw

Tender prices are available for reference by departments who can place their orders directly with the selected suppliers. The purchase of some software licenses is coordinated through ITS and purchase requests can be submitted via HKU Portal (Home > Campus Information Services > Central IT Services > Order License & Goods) or ITS Order Form (CF36).

1. Adobe Site License Programme

1.1 Adobe Cumulative Licensing Program (CLP)

The Adobe Cumulative Licensing Program (CLP) is a volume licensing program which offers attractive educational prices for departments to acquire Adobe software on perpetual basis (note: CLP is not available for personal purchase by staff and students).  As Adobe has already moved most of their core products to cloud-based subscription, i.e. Adobe Creative Cloud, the variety of Adobe products offered under CLP is limited.

CLP licenses, new/renewal of upgrade plans, and documentations are available for purchase by departments.  Departments can send their request of software media to email itssw@hku.hk after acquired the licenses from ITS.

Multi-lingual products are available under the CLP including English and Traditional Chinese. However, a license holder is only eligible to use the specific language of the license ordered and does not have the right to use the language of a software other than that ordered.  Adobe licensing details can be found at https://helpx.adobe.com/enterprise/help/faq.html.

All use of the Adobe products is governed by the End User License Agreement (EULA).

1.2 Creative Cloud for Teams and Creative Cloud for Enterprise

Creative Cloud subscription allows the use of a full range of Adobe Creative desktop applications on subscription basis.  Subscribers can enjoy the use of the latest versions, features and upgrades whenever they are available.

All Creative Cloud subscription is offered on an annual basis.  Both Creative Cloud for Teams and Creative Cloud for Enterprise are available for purchase (see http://www.adobe.com/hk_en/creativecloud/business/teams/plans.html for the difference).   Besides, two types of licenses are offered namely "Device License" and "Named License' (see http://www.adobe.com/hk_en/creativecloud/buy/education.html for the difference).

2. Microsoft Products

2.1 Microsoft Enrollment for Education Solutions

Information Technology Services has been coordinating the Microsoft Enrollment for Education Solutions (EES, previously called Microsoft Campus Agreement) for departments since 1999 which provides a cost-effective and easy-to-manage site licensing arrangement in using Microsoft software products. EES is designed to offer University departments to purchase non-perpetual, annual licenses by paying a flat rate for each of their Qualified Education Users (QEUs) for faculty and staff.

To improve institutional work efficiency as a whole, the license renewal of EES for 2020/21 (June 1, 2020 – May 31, 2021) will be subscribed centrally. This new arrangement not only saves much of the effort of the old process but also enables all departments to be eligible in using the up-to-date versions of Windows and Microsoft Office products as a standard. Under the arrangement, all University departments can use the following Microsoft software products (“software”) on all PCs owned or leased by them during the subscription period-

  • Windows Enterprise Upgrade (Windows upgrade right is covered and departments must have a valid license of Microsoft Windows operating system on their PCs)
  • Microsoft Office Professional Plus and Office for Mac
  • Microsoft Core CAL Suite (Includes Windows Server CAL, SharePoint Server Standard CAL, Exchange Server Standard CAL, Skype for Business Server Standard CAL, System Center Configuration Manager CML and System Center Endpoint Protection)
  • Desktop Optimization Pack

Apart from using the above software on all PCs owned/leased by a department for the use of its staff and students, departments can

  • enjoy the upgrade/downgrade rights which allow the running of any new versions of the licensed products included in the subscription coverage that are released during the licensed term or any previous version of the licensed product in place of the current version
  • use multilingual versions of the software that are available
  • allow their staff (except employees who do not use institutional devices such as cleaner, maintenance worker, grounds keeping, cafeteria staff, etc.) to use the licensed software on one computer they own at home for campus-related purposes (they are NOT licensed to use the software at home for personal purposes)

Apart from the above, staff and students can enjoy the right to download and install Microsoft Office ProPlus (Office 365 ProPlus) on up to 5 personal machines (PC or Mac) and Office apps up to 5 tablets (including Android, iPad, and Windows tablets) and 5 phones per user without additional cost during the subscription period. They can also use Microsoft’s online cloud storage OneDrive for Business (5 TB in size) and Skype for Business. Please refer to http:/www.its.hku.hk/documentation/guide/cloud/o365 for details.

2.2 Microsoft Select Plus

Besides the Microsoft Enrollment for Education Solutions, the Information Technology Services also coordinates a tender on the Microsoft Select Licenses to provide an alternative channel for departments to acquire the Microsoft products.

  • Application-pool, system-pool and server-pool MS products are offered. The licenses acquired under the program cannot be used concurrently. User must purchase a copy of license for each of the required desktops.

  • A new maintenance option - Software Assurance (SA) is available as a way to keep Microsoft software up-to-date. SA provides the rights to any new version of a product released during a 3-year term. For details on the Software Assurance benefits, please refer to https://www.microsoft.com/en-us/licensing/licensing-programs/software-assurance-default.aspx. SA must be acquired together with the new license.

2.3 Installation Media

Departments can send their request of software media to email itssw@hku.hk. For Select Plus, the licenses shall be acquired by ordering with ITS before sending request of software media.   

2.4 Terms and Conditions

The use of the software is subject to the terms and conditions contained in the Microsoft License Rights. Departments should read these terms carefully before using the software.

The Microsoft Licensing Product User Rights (PUR) document, which is updated regularly by Microsoft, provides additional details regarding current user rights for specific Microsoft products acquired through Volume Licensing programs. Please visit https://www.microsoft.com/en-us/licensing/product-licensing/products.aspx for details.

3. Symantec Ghost

The Information Technology Services continues to arrange the site licensing arrangement for Symantec Ghost for imaging and deploying desktops, laptops, tablets and servers.

The licensing terms are as follows:

  1. Symantec Ghost uses a one license per machine policy. Each machine that has Symantec Ghost loaded onto it needs a separate license to be legally compliant. There is no single network license that covers all machines. All cloned or image backup machines will require one license for every machine.

  2. Each license allows cloning and restoring one PC for its entire lifetime. If a licensed PC is permanently decommissioned, its license can be transferred to another PC for that system’s lifespan.

  3. Symantec Ghost licenses are perpetual and do not expire over time.

Departments participating in the program can enjoy free latest version upgrade of the licensed software copies during the license period and they will be provided with a free copy of the media on the latest version of the software when available. Departments have to renew their licenses annually in order to keep the software up-to-date.

The annual renewal period is 1 July to 30 June.

4. Anti-Virus Solution

The Information Technology Services coordinates the site licensing arrangement for anti-virus solution, Sophos Anti-Virus Solution and Kaspersky Anti-Virus Solution, for departments of the University. 

For staff members who are licensed to use a copy of the Sophos anti-virus license or Kaspersky license in their department (ordered through the Information Technology Services), they can use the licensed copy at home on a single workstation for work-related purpose.

5. SAS Products

The University is subscribing the SAS campus license, SAS Education Analytical Suite (EAS). Departments can subscribe the SAS licenses by modules (charged by module-basis) or by EAS (charged by a flat rate of all Full-Time Equivalent staff in a department). The use of SAS licenses is subject to annual renewal covering the period 1 July to 30 June.

Below are the SAS modules available for subscription by departments on Windows, Unix/Linux platforms-

  • Base SAS
  • SAS/ACCESS (all standard interfaces as available by host)
  • SAS/AF
  • SAS Bridge for ESRI 
  • SAS/Enterprise Guide
  • SAS/Integration Technologies
  • SAS/OR
  • SAS/QC
  • SAS e-Learning (a range of modules are available)

Agreement of Legal Obligations for the Use of the SAS Software on Personal Computers

Staff and students installing and/or using the SAS Software (“Software”) coordinated through ITS means they have agreed to observe the terms of the License Agreements signed between The University of Hong Kong and the SAS Institute Ltd. and to abide by the terms of those agreements excerpted below:

  1. The Software is limited to use by the University of Hong Kong employees and registered students only.
  2. The Software is to be installed on a PC as specified above within the premises of the University of Hong Kong only.
  3. The Software is not to be copied, disclosed or transferred.
  4. The use of the Software will expire on 30 June 2019 and may be renewed thereafter upon payment of an annual renewal fee.
  5. Violation of any of the above rules may lead to suspension from future usage of the computing facilities at the Information Technology Services and the offender may be subjected to public or private legal action for violation of the License Agreements.

6. SPSS Products

The SPSS, the commonly used statistical software suite for research across the University offered on Windows, Macintosh and Linux platforms, is now subscribed centrally so as to reduce administration overhead. Department requiring licenses for their staff and students to use SPSS for academic and research purposes can send in their software requirements by email to itssw@hku.hk

To comply with the license requirements, departments using the software should keep a proper record on the code distribution to the users of the software. The licenses for the use of SPSS are only applicable to current HKU staff and students. At their departure or graduation from the University, they are required to uninstall the software from their personal computers.  

The modules available for subscription include:

  • Statistics Base 
  • Regression
  • Advanced Statistics 
  • Custom Tables 
  • Forecasting 
  • Categories
  • AMOS (for Windows only)
  • Conjoint
  • Exact Tests
  • Missing Value Analysis
  • Sample Power
  • Decision Trees
  • Complex Samples
  • Direct Marketing
  • Neural Network
  • Bootstrapping
  • Visualization Designer

7. NVivo

ITS is arranging a site license on NVivo, a software for qualitative research in academia for organizing and analyzing qualitative data such as interviews, open-ended survey responses, articles, social media and web content.  According to the supplier QSR International, NVivo is regularly used in disciplines such as behavioral sciences, healthcare and medical research, psychology, political science and business. 

The current 3-year site license agreement on NVivo runs from September 1, 2017 to August 31, 2020.  Subscribing departments have to commit the purchase for 3 years and the annual fee will be collected at the start of each subscription year.  This software is available on both Windows (NVivo 11 Pro for Windows) and Macintosh (NVivo for Mac) platforms.  More information about this software can be found at http://www.qsrinternational.com/product.

8. VMware

ITS coordinates a campus-wide site licensing program on VMware software for subscription by departments. 

VMware is a virtualization infrastructure solution which allows multiple virtual machines (VM) to run on a single physical machine and share the resources of that single computer across multiple environments.  Different virtual machines can run different operating systems and multiple applications on the same physical computer. You can visit VMware’s web site for more details.

8.1 Coverage

All the VMware licenses offered under this site licensing program are on perpetual basis.  Departments can enjoy product updates/upgrades and support services (7x24 support hotline at 8101 8178) during the program term.  The products available for subscription under the program of 2017-2022 include- 

  1. vCloud Suite Enterprise Solution (include vSphere Enterprise Plus and vRealize Suite Enterprise
  2. vCenter Server Standard
  3. NSX Enterprise (Network virtualization and security platform)
  4. vSAN Advance (Virtual SAN storage)
  5. SRM Standard (Site Recovery Manager Standard)
  6. Workspace One Enterprise (Virtual desktop and mobile management)  

Items 3-6 above are new additions offered under the 2017-2022 program.

8.2 Subscription Schedule

Departments joining this site licensing program have to commit the subscription until the program expiry date on December 30, 2022.  Subscription fee will be charged annually based on the VMware software subscribed.  You can check out the price schedule under CF36.

In summary, vCloud Suite Enterprise Solution, vCenter Server Standard and Workspace One Enterprise are available for subscription by departments based on the no. of CPU sockets, no. of instances and no. of users respectively.  To encourage a wider use of this site licensing program, departments subscribed the use of vCloud Suite Enterprise Solution can enjoy the use of NSX Enterprise, vSAN Advance and SRM Standard on the same no. of CPU sockets subscribed for vCloud Suite without additional charges.  

9. PDF-XChange PRO

A campus license on PDF-XChange PRO is arranged for use by University departments and staff.   This is a software product developed by Tracker Software Products for viewing, creating and editing PDF documents (click here for the detailed functionalities).  It carries similar functionalities as those supported by Adobe Acrobat Professional DC.  The supported platforms of PDF-XChange PRO include Windows 10/8/7/Vista but Macintosh is not included. 

University staff can use this software on PCs directly owned or leased by departments within the University campus (campus outside Hong Kong is not covered under the campus license) without additional cost.  They can also install this software on personal equipment used for work-related purpose.  For students, they can use this software on departmental PCs but installation and use on the personal equipment of students is specifically prohibited.

The software is available for download by staff under HKU Portal (type “pdf” in the search field and click the searched link “Download PDF-XChange PRO”).  The installation guide can be found in the same download page.

The use of this software is governed by the End User License Agreements of Tracker Software Products (Canada) Ltd available at http://www.tracker-software.com/licensing.  Staff can visit Tracker Software Products’ knowledgebase for the frequently asked questions and useful information on using this software.

10. e-Survey Service - Qualtrics

A campus license on Qualtrics is arranged for use by HKU staff and students. This is a research survey software product developed by Qualtrics, LLC.  It is a survey tool that helps users to design and publish survey online. It also offers powerful analytics and real-time data tracking features which could save users’ effort in collecting and analysing the survey data.

Qualtrics provides over 100 different ways to ask a question. There are 23 question types (e.g. multiple choice, matrix table, rank order etc) and a variety of settings that can be used to access each of these possibilities. HKU has subscribed the add-on feature File Upload question type which allows respondents to upload a file along with their survey response.

For details on how to use the software and access to Qualtrics, please visit https://www.its.hku.hk/services/personal/software/qualtrics for details.

11. MATLAB and Simulink

ITS has entered into a campus license arrangement on MATLAB and Simulink software for providing these commonly used software tools more easily and cost-efficiently to all departments, their staff members and students.  This campus license is called the MATLAB Total Academic Headcount (TAH) license. It covers the access to MATLAB, Simulink and a related suite of 88 toolboxes.  

With the TAH license, departments will have access to the latest MATLAB and Simulink software for supporting teaching, learning and research activities.  The software can be installed on the on-campus computing facilities, laboratories, classrooms and research centres, as well as staff and students’ personally-owned computers.  Furthermore, departments will also be able to save much of the effort required for procurement and usage monitoring/control of the separately acquired MATLAB and Simulink licenses.

For the download and installation procedures as well as the types of MATLAB licenses supported under TAH, you can visit https://www.its.hku.hk/services/personal/software/matlab-simulink for details.

12. SmartDraw

A campus license on SmartDraw is arranged for use of HKU staff and students. This is a software product developed by SmartDraw Software, LLC for capturing and presenting information as diagrams or charts (click here for the detailed functionalities).  It provides more than 70 different types of diagrams and thousands of templates. Users can import/export diagrams/template in Microsoft Visio format. It integrates easily with those commonly used tools such as exporting the diagram directly to Microsoft Word, Excel, PowerPoint etc.

SmartDraw has two versions: 1) Cloud edition; 2) a downloadable edition for Windows desktop (Windows 10/8/7). The Cloud and desktop versions are completely integrated and users can store, share, and edit files online and move seamlessly between the two versions.

The use of this software is governed by the End User License Agreements of SmartDraw Software, LLC (Cloud edition, Windows desktop edition and it is subject to annual renewal. IT Services reserves the right to terminate any user’s access to SmartDraw at any time.