With important renewal deadlines fast approaching, Washington University teams are being urged to take immediate action to maintain access to essential software tools, including CrashPlan, EndNote, MatLab, and SigmaPlot.
Employees who rely on these applications to support their daily work must ensure their licenses are properly reviewed and renewed through the Software Renewal process. Failure to act by the upcoming deadlines could result in interrupted access and potential workflow disruptions.
Managers play a key role in the first phase of the process. They have until 2 p.m. on Wednesday, May 13 to review assigned licenses and indicate whether they are still required. At this stage, managers must mark licenses as “Still Needed” or opt to cancel them if they are no longer necessary.
Following managerial review, budget approvers will step in to confirm funding. Their deadline is 2 p.m. on Monday, May 20. Only licenses that are marked both “Still Needed” by managers and “Renew” by budget approvers will remain active.
Any license that does not meet both criteria by the May 20 deadline will be automatically canceled. Once canceled, employees will lose access to the affected applications, and responses cannot be modified after the survey closes.
IT SAM recommends early coordination between managers and budget approvers to avoid last-minute issues. Verifying funding ahead of time can help ensure a smooth renewal process and prevent disruptions.
Departments that utilize designated software license coordinators should ensure their forms are updated accordingly. Managers can follow the instructions on the Software Renewals Page to assign or update a coordinator if needed.
For step-by-step guidance, users are encouraged to visit the Software Renewals Page or the Software Asset Management Communications Hub, where detailed instructions and resources are available. Additional information about each application can also be found in the software catalog entries for CrashPlan, EndNote, MatLab, and SigmaPlot.
As the deadlines near, IT SAM emphasizes that timely action is essential. Taking a few minutes now to complete the renewal process can prevent avoidable interruptions later.
Key Deadlines & Actions at a Glance
- By 2 p.m., Wednesday, May 13
Managers must review licenses and mark each as “Still Needed” or cancel.
- By 2 p.m., Monday, May 20
Budget approvers must confirm funding and select “Renew.”
- Important:
- Licenses must be marked both “Still Needed” and “Renew” to remain active
- Licenses not completed by May 20 will be canceled
- Access to canceled software will be removed
- Responses cannot be changed after the survey closes