Mobile Device

Mobile Device Policy

Background

The University of Saint Francis has installed wireless access points in all of the buildings at its  Fort Wayne and Crown Point, Indiana Campus’.  Wireless networking is an extension of the University’s existing wired network infrastructure and is not intended as a replacement for wired connections.

The wireless network allows users with wireless enabled mobile devices to access the University network without having to plug into a network wall outlet.  For the purpose of this policy mobile devices are defined but not limited to Laptops, Notebooks, Netbooks, iPads, iPods, Tablet PC’s, PDA’s (Personal Digital Assistants), Cell Phones, Smartphones and gaming consoles (wii, Playstation, X box).

Purpose

The purpose of this policy is to provide guidance as to what types of mobile devices are allowed on the University’s wireless network and to what extent the University will support those devices.  The policy will also provide guidance on how to gain access to the wireless network with a mobile device.

Mobile devices purchased with University funds are not purchased with the intent of being a “perk” to University employees.  Mobile devices are to be used in order to promote and/or increase productivity and to provide a better teaching and/or learning experience.

For additional information regarding Mobile Computing please see Section 11 of the University’s Information Technology Security Policy.

Policy for Staff and Faculty

The University allows all staff and faculty with active user accounts to connect to the wireless network using a University owned mobile device.

To connect to the USF wireless network the mobile device must be able to connect to a wireless network using 802.11n, (or earlier) wireless standardsThe University does not allow “hacked”, “jail broke” or any device that has been altered by anyone other than the owner of the device to connect to its network.   Staff and faculty found connecting to the University’s wireless network with these types of devices will be subject to the Progressive Discipline Policy set forth in the USF Employee Handbook.

Once a mobile device has connected to the wireless network the user will be prompted to enter their user name and password.  Once a successful logon has occurred the user is free to use the mobile device on the wireless network in accordance with the existing policies of the University of Saint Francis.  It is important to note that it is in violation of the University of Saint Francis’ security policy to store confidential and/or sensitive information on a mobile device.

Staff and Faculty are responsible for all University data stored on their mobile devices.  For this reason it is highly recommended that mobile devices use encryption when available and at a minimum use password protection when not in use in order to prevent unauthorized access to University data.

Personnel receiving a Laptop, Notepad or Netbook that is to be assigned to them or if checking the device out from the Library, must sign the Laptop/Mobile Device User Agreements prior to receiving the device(s).

Personnel using departmental Laptops, Notepads, or Netbooks, (where the device is shared and used by others within the department), will be held financially responsible for any device that is lost, stolen or damaged while in their possession.  Please refer to the Laptop Reimbursement Policy for further information.

The University allows only iTunes and Windows Media Player to be installed on its desktop and laptop computers for the purpose of synching mobile devices.  No other synching software will be supported.  The only exception is for devices requiring synching software that were installed prior to July 1, 2009.

Gaming devices such as Nintendo Wii, Xbox and Playstation owned by Staff and Faculty are not authorized on the University’s wireless network.

Policy for Students Attending USF

The University allows Students with active user accounts to connect to the wireless network using a personally owned Mobile Device and/or gaming device.   To connect to the USF wireless network the mobile device must be able to connect to a wireless network using 802.11n, (or earlier) wireless standards.  The University does not allow “hacked”, “jail broke” or any device that has been altered by anyone other than the owner of the device to connect to its network.  Students found connecting to the University’s wireless network with these types of devices are subject to discipline in accordance with the USF Student Handbook.

Once a mobile device has connected to the wireless network the user will be prompted to enter their user name and password.  Once a successful logon has occurred the user is free to use the mobile device on the wireless network in accordance with the existing policies of the University of Saint Francis.

Resident students wishing to connect personally owned gaming devices such as Nintendo Wii, Xbox and Playstation to the wireless network will need to contact the USF Help Desk in order to provide the gaming systems MAC or Ethernet address before it will be authorized to be used on the University’s wireless network.

 Laptops, Notepads, Netbooks

The University allows staff and students with active user accounts to connect to the wireless network using University owned and personally owned Laptops, Notepads, and Netbooks.  To connect to the USF wireless network the mobile device must be able to connect to a wireless network using 802.11n, (or earlier) wireless standards.  The University maintains two wireless networks for use by staff, faculty and students.

Staff and Faculty are highly encouraged to use a secure wireless network such as USF, since this may allow them access to their personal and/or departmental shares and provide a higher degree of security.  Logging into an open (un-encrypted) network such as USFConference, will not allow access to personal or departmental shares.

When logging into the wireless network with a Laptop, Notepad or Netbook the Bradford Security System will require that your machine be scanned to ensure that it is free of viruses and that virus protection is installed and meets the University minimum standards for virus protection.

For detailed instructions on logging into the wireless network please refer to the General information Page for Help Desk Support located on My Cougar Connection.

iPads and Tablets

 All Faculty, Staff and Students may purchase their own iPads or Tablets PC’s to use on the Universities network, however the only device(s) that the University of Saint Francis will purchase for Faculty and Staff will be the iPad or a device using the Apple iOS.

In accordance with the USF Technology Security Policy all technology devices and software must be purchased through University Technology Services.   Departments wishing to purchase iPads for their departmental use must request the purchase of the device through UTS and supply account information along with the approval from the departments respective Vice President or Dean.  Requesting departments must also provide justification as to why the device(s) are needed and how they will be used.   Requests may require final approval by the Vice President for Finance and Operations and/or the Vice President of Academic Affairs

Personnel receiving an iPad that is to be assigned to them or if checking the device out from the Library, must sign the Laptop/Mobile Device User Agreements prior to receiving their device(s).  The iPads will come with a basic image of preloaded software/applications that the University has deemed as necessary for all or most users.   These applications will be controlled through a UTS account at the App Store and iTunes Store.

Personnel using departmental iPads, (where the iPad device is shared and used by others within the department), will be held financially responsible for any iPad device that is lost, stolen or damaged while in their possession.  Please refer to the iPad Reimbursement Policy for further information.

All USF owned iPads are required to be locked when not in use.  Personnel receiving iPads are not authorized to change the Passcode used to unlock the device.  If the passcode needs to be changed the user will need to contact User Support Services.

Individual departments will also have a departmental App Store and iTunes account that will be controlled by the individual department’s director or VP.  In the event that an individual department deems that an application is necessary the department Director or VP will purchase the application through their departments account and install it on the appropriate device.

Individuals assigned an iPad may also install software that they have personally purchased using their personal App Store and iTunes accounts.  However, once a device has been returned all personal software and applications will be removed from the device.

At no time will any illegal software or applications be allowed to be installed on a USF iPad.  If illegal software (this includes but is not limited to unlicensed movies and mp3 music files) is found installed on a USF iPad the employee responsible for the iPad will be subject to the Progressive Discipline Policy set forth in the USF Employee Handbook.

All iPads must be returned to UTS by the assigned user when it is determined that the user no longer needs the iPad or the user is no longer employed by the university.  The iPad will be inspected by UTS personnel to determine that it is still in working condition and has not been damaged beyond normal wear and tear.  Employees who fail to return their assigned iPads or return damaged (beyond normal wear and tear) iPads will be held financially responsible for the iPad in accordance with the iPad reimbursement policy.

 Device Support

With the exception of the University owned Laptops, Notebooks, Netbooks, iPads, and iPods the extent to which the University of Saint Francis will support a mobile device’s connection is limited to authorizing the devices MAC or Ethernet Address onto the wireless network.   For the iPads UTS will support the basic image that will be applied to all iPads.

Questions or problems concerning personally owned devices and unsupported university owned devices will need to be addressed directly to the service provider and/or manufacturer of the mobile device.

Contacts

Security Questions:

UTS Help Desk, 260-399-7700 x 6027

Reporting an incident:

Director of Environmental Health, Safety and Risk Management, 260-399-7700 x 6019

 

Posted in Technology, Technology, Technology