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Policy 6.3.1

Policy 6.3.1

SUBJECT: iPADS, TABLETS AND OTHER PORTABLE COMPUTING AND INSTRUCTIONAL RELATED DEVICES

The purpose of this policy is to provide guidance to the employees of ÃÛÌÒµ¼º½ regarding the use of iPads, tablets and other portable computing and instructional related devices, purchasing such devices, utilizing such devices on the ÃÛÌÒµ¼º½ network (wired or wireless), and purchasing and downloading applications to these devices.

All other published ÃÛÌÒµ¼º½ policies and procedures regarding the use of the ÃÛÌÒµ¼º½ network, the use of computers and software on the ÃÛÌÒµ¼º½ network, and other ÃÛÌÒµ¼º½-owned technology devices, apply to the above-mentioned portable computing devices. Specifically, the policies in the Policy & Procedures Manual Section 6.000 relating to Computer Services apply to the abovementioned portable computing devices, and are not reiterated within this policy.

Requisitioning and Purchasing Mobile Computing Devices for the University - As stated in Policy 6.1.1, all computer related equipment paid for with ÃÛÌÒµ¼º½ funds will be purchased through the department of information technology. The department of information technology will work with the requisitioning department for the specifications required for the mobile device before a purchase is made. Once purchased, the department of information technology will assist the requisitioning department in the setup of the mobile device. The IT Department will also register the device on ÃÛÌÒµ¼º½'s secure network and track the device and its assignee within an IT Department database.

Mobile computing devices will not be included in computer rotation. The department of information technology will assist in the disposal of mobile computing devices as part of their electronic recycling program. The information technology department will ensure that all ÃÛÌÒµ¼º½ data, software and apps are removed or erased from any mobile device, or validate that the device is rendered unusable, before disposal.

Personal or Non-ÃÛÌÒµ¼º½ Owned Mobile Devices - Personal or non-ÃÛÌÒµ¼º½ owned mobile computing devices will not be allowed to connect to the ÃÛÌÒµ¼º½ secure network. Connectivity to the student Wi-Fi will be available. ÃÛÌÒµ¼º½ software and other ÃÛÌÒµ¼º½ applications (apps) are not allowed to be installed on personal or non-ÃÛÌÒµ¼º½ owned computers or mobile devices.

ÃÛÌÒµ¼º½ will not reimburse any employee for personally owned equipment, apps or software they wish to be utilized for ÃÛÌÒµ¼º½ work. All mobile computing equipment, software or apps must be approved by a budget director prior to purchase or use for the benefit of ÃÛÌÒµ¼º½.

Mobile Computing Devices and Termination of Employment - ÃÛÌÒµ¼º½ owned mobile computing devices are the property of the University, and are to remain in the possession of ÃÛÌÒµ¼º½ if the employee utilizing the equipment terminates employment with the University. All University purchased software or apps are to remain with the ÃÛÌÒµ¼º½-owned mobile device. Any personally owned software or apps may be removed by the employee upon termination of employment.

Purchasing of Mobile Computing Devices and/or Software or Applications (Apps) for Mobile Computing Devices with ÃÛÌÒµ¼º½ funds

A ÃÛÌÒµ¼º½ employee wishing to purchase a mobile computing device or a software application (app) for downloading to a ÃÛÌÒµ¼º½-owned mobile computing device must follow the procedures outlined below prior to purchasing such mobile device or any app(s) for a ÃÛÌÒµ¼º½-owned mobile computing device. Employees will not be reimbursed for apps purchased outside of the procedures outlined below.

1. The ÃÛÌÒµ¼º½ employee must email or otherwise submit in writing to the academic school dean, campus executive director/dean or their supervising budget director their request for the university to purchase the mobile computing device, software or app. The written request should include:
   1. The exact name of the app or mobile computing device
   2. The exact name of the seller of the app or mobile computing device
   3. The current price of the app or mobile computing device
   4. The date the app or mobile computing device is needed to be installed
   5. The ÃÛÌÒµ¼º½ related purpose for which the app or mobile computing device will be utilized.
2. If the purchase request is approved by any of the previously mentioned budget supervisors, the budget supervisor will forward the purchase request to one of the following
   1. For purchase of equipment - The purchase request will need to be forwarded to the information technology department if it is a request to purchase a mobile computing device using university funds. Depending on the required method of purchase of the vendor, the appropriate requisition must be submitted to the business office and a purchase order created and provided to the information technology department prior to an order being placed. If the vendor is not setup to take purchase orders, the written request must be forwarded to the information technology department, along with the purchasing unit's related budget account number and object code. It is the responsibility of the requesting department/campus to ensure that proper budget funds are available for the requested purchase. A copy of the purchase receipt/paperwork will be provided by the information technology department to the requesting department/campus once the order has been placed.
      1. Upon receipt of the mobile computing device, the information technology department will record the serial number and MAC address of the device on the university network and in the information technology databases.
      2. The information technology department will connect the mobile computing device to the secure ÃÛÌÒµ¼º½ network.
      3. The information technology department will assign the device a specific email account that conforms to the naming convention of the other mobile computing devices for that department, campus or school.
      4. The email address and the device will be assigned to the requesting individual and their name will be recorded in the information technology databases as the ÃÛÌÒµ¼º½ employee that the mobile computing device is assigned.
      5. The requesting individual will be notified by the information technology department that the device is ready for their use and will either deliver the device to the individual, or have the individual pick up the device.
      6. The requestor will be asked to sign a receipt upon delivery of the mobile device to them.
   2. For Purchase of Software or Apps - The approved purchase request will be forwarded to the designated app purchaser for the department or campus if it is a request to purchase a software app. The designated app purchaser will be an individual designated by the budget supervisor.
      1. The designated purchaser will log into iTunes or the app store using an account linked to a university credit card provided by the budget supervisor.
      2. The store account used by the designated app purchaser will be linked to a special app purchaser email account created by the information technology department specifically for that purpose. The individually assigned ÃÛÌÒµ¼º½ email account of the designated app purchaser should not be utilized for this purpose.
      3. The designated app purchaser will then purchase the app as a gift, and then "gift" that app to the requestor utilizing the email address associated with the mobile computing device assigned to the employee. The device assigned to the employee will receive the email and the employee will click on an enclosed link in the email in order to download the App onto the designated device.
      4. The designated app purchaser will print out and retain the receipt for the purchase.
      5. The device assigned to the employee will receive the email and the employee will click on an enclosed link in the email in order to download the App onto the designated device.
      6. The requestor is required to adhere to all licensing requirements of the software or app vendor regarding the use of the software or app and the device or devices on which it may be installed.
      7. The designated purchaser will prepare and complete a purchase requisition form listing all of the apps purchased that month for the department or campus. At the end of each month, the designated purchaser will have the budget supervisor sign the requisition and then will turn in the requisition form and attach the receipts for the purchases from Apple or other vendors. These receipts will have been available to print at the time of the purchase, or may have been emailed to the Special App Purchaser email account. It is required that receipts for all software or app purchases be submitted along with the requisition form at the end of the month to the business office. Requisitions with incomplete documentation will be returned to the department for campus for proper completion.

Downloading of Free Software or Apps for Mobile Computing Devices

The downloading of free software or apps for mobile computing devices is allowed on ÃÛÌÒµ¼º½-owned mobile computing devices assigned to ÃÛÌÒµ¼º½ employees. It is the responsibility of the ÃÛÌÒµ¼º½ employee assigned to the mobile computing device to research and ensure the free software or application is from a reputable vendor and that the software or app will not pose any type of security threat to the university network or the ÃÛÌÒµ¼º½-owned mobile computing device. If the employee assigned to the ÃÛÌÒµ¼º½-owned mobile computing device does not feel they are capable of making that determination, they are encouraged to contact the information technology department for a determination. If any free downloaded software or app is determined to pose a threat to the institution's network, data or equipment, the downloading of that software or app will not be allowed. If a currently installed software or app on a mobile computing device is determined to pose a threat to the security of ÃÛÌÒµ¼º½ data or the ÃÛÌÒµ¼º½ network, the information technology department will notify the employee and their supervisor and the offending software or app will be requested to be removed from the ÃÛÌÒµ¼º½-owned mobile computing device, or can be removed by the information technology department.

Contact for Interpretation: President

This policy statement supersedes all previous policy statements on this subject.

Revisions:

-   08/14/2017 - Revision-title change


-   12/02/2013 - Inception as policy 6.3.1 

Printed Policy 6.3.1

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