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If the software is not licensed under one of the approved licenses then it will need to go through the review process, even if it is freely available. Information on the process can be found at Technology Reviews Information | Information Technology Services. There is a form that can be filled out to initiate the review process, Technology Review Process | Information Technology Services. In this case, it is usually just a matter of a review to make sure there are no clauses in the license that may be problematic. In some cases this may require access restrictions. An example of that this would be software that requires registration to download and use. Registration may be required for the project's own metrics or perhaps to verify an academic affiliation if there is an academic/educational use version of the license.
Software that was purchased and has a license agreement
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