There are several risks involved with using and distributing copyrighted works and the owner and the licensee seek to balance their risks and rewards. The type of license to be used is determined by the risks involved with the proposed use. A journal article is generally not a risky venture. The work is not likely to infringe a copyright and there is no product liability. A photo carries little risk once ownership is clearly established.
Software is a different matter.
Software is a product and it is expected to perform a particular function and there are expected performance standards. Should such a product fail or cause damage to someone's computer or records, they could sue the University, and the authors, unless the University takes appropriate legal steps to minimize its liability. Each campus has different procedures for distribution of copyrighted works. Refer to the list of UC Copyright Contacts and discuss the options with your campus representative. Permission Letter - The permission letter is used to allow reprints of articles in third party publications, copying of articles for use in a lecture materials handout, and other uses of publications.