AI License Purchase Program Responsibilities

This is a list of responsibilities for EITS and Clients for the AI License Purchasing Program.

EITS responsibilities

• Negotiate and maintain master agreements with all vendors (e.g., Google, Microsoft, OpenAI, Anthropic) to enable the offering of licenses. 
• Carry out the purchasing process and maintain the appropriate number of licenses for the program. 
• Assign purchased licenses to individual and/or departmental MyID accounts as requested by the client. 
• Manage the cost recovery process and generate an annual invoice for the departmental cost recovery fee. 
• Oversee compliance with University System of Georgia (USG) and UGA policies, as well as general security and governance requirements for the services. Ensure user data is not used for external model training for the services included in the program. 
• Provide documentation, resources, user migration assistance, and awareness for license capabilities, service use, and any changes to the licensing structure. 

Client responsibilities 

• Submit requests through the TeamDynamix during designated purchase windows and ensure departmental funding is secured for the annual license cost. 
• New licenses and additions for existing units may only be requested on December 1st, May 1st, and July 1st. License requests must be made by the School, College, or VP-level business office. 
• Licenses may only be removed during annual contract renewal on December 1. 
• Provide accurate MyID information for license assignment. Usernames must be in the format of <myid_username>@uga.edu and not an UGAMail email alias (e.g., john.smith@uga.edu). 
• Departmental MyIDs may be used for shared access, but multiple users should not access the account simultaneously. 
• Accept the terms and conditions outlined in the MOU provided by EITS. 
• Adhere to all relevant policies, including UGA’s Acceptable Use Policy and USG/UGA data security and appropriate usage policies. Ensure all users follow the respective vendor’s terms of service (OpenAI, Google, Microsoft, Anthropic). 
• Ensure that users will not copy, make derivative works, publish, or grant third-party rights to the products. 
• Contact ai-tools@uga.edu whenever a user leaves the unit so that a license can be returned to that unit’s pool of licenses or reclaimed.