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Agreement Overview
The Moody College operates under an Adobe VIP license through Campus Computers and Journey Ed. Our VIP number is C5617DB196F9D0A2C84A
The college began a VIP License Agreement with Adobe after the campus-wide enterprise initiative failed between Adobe and all of UT Campus. For context, some high-ed campuses like ACC are able to call themselves Adobe Creative Campuses because they have entered a partnership with Adobe where the entirety of a campus is involved for a reduced cost. UT could reach consensus across the board for this. Instead, each college or unit are left to negotiate their best pricing. In the case of Moody, we consolidate the purchase across all Moody units to get the best tier pricing (Tier 4) that we can. Moody's anniversary date each year for renewal is June 1st. It was moved from April from the Enterprise license so that mid-semester interruptions did not take place in labs in the event of renewal problems.
General Purchasing Procedure
A bulk purchase is made each May for the renewal date of June 1st. More on that below. Past that renewal date, additional licenses can be purchased at a different price point which is prorated depending on when it is purchased in the year. The general procedure is thus:
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NOTE: It is possible and allowed to add Adobe users to the console before the purchase is finalized. This is not advised however. Purchasing problems occur, people change their minds, some are not approved, etc... Walking back purchases and removing access is never fun. Also, you can get ahead of yourself and multiple purchase requests sometimes come at the same time. You need to be able to easily figure out who's purchase as gone through and who's has not. Because of that, it helps to stick to a methodical process AND also keeping Adobe administration to one or two people at most. If there are too many cooks in the kitchen, you can quickly lose track of who's on first. That's right, I mixed my metaphors.
Adobe Product Breakdown
Acrobat Pro is the only product we purchase by itself. All other Adobe apps fall under the Creative Cloud Suite. You get one, you get all.
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Besides these named user license options, we also purchase Shared Device Licenses for the labs. in 2023 we have 218 total licenses. Besides the labs it covers a 13 seats in KUT and TSM but the bulk are for Moody non-research computer labs.
Adobe Annual Renewal
Annual renewal is a shepherding process for getting departments to renew for their users. Starting late April the Adobe admin contacts department admins and purchasers to get their approval on Adobe users for their department. When that list is approved, the numbers are sent to Michael Hill/Campus Computers requesting a PO for each department. Those POs are processed through UT Market and sent back to departments for actual purchase and POs. The process must be shepherded and all purchases with POs by the end of May to complete renewal and avoid disruption of service.
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