Personal Mobile Device Policy

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Category Name: Information Technology
Responsible Unit: Library, Information, and Technology Services
Responsible VP: Provost and VP for Academic Affairs
Adoption Date: July 18, 2013
Last Revision Date:
Last Review Date:
Shared governance: none

Policy Statement

The College at Brockport provides and supports baseline connectivity to the College's Exchange email and calendaring environment through state-owned computers and mobile devices.

We are aware that users will come to this campus with a wide range of devices with a wide range of capabilities and many will want or need to connect to College systems, particularly the Exchange Collaboration Suite, with personal devices.

We want to facilitate this kind of mobile device use, while at the same time protecting the security and integrity of the College's network and data infrastructure, and maintaining the confidentiality of College and State data which may be placed on the personal devices as a result.

Purpose/Scope

Applicability

What devices are covered by this policy?

  • cell/smart phones
  • tablets

Who is covered by this policy?

  • All College at Brockport mobile device users.

Definitions

There are no definitions for this policy at this time.

Policy Procedures

Connectivity

By default, Activesync and IMAP are turned off for all Exchange users.

Webmail will always be available on any smartphone or tablet which has a web browser and a wifi connection - this is the default baseline connectivity provided for mobile devices. Connectivity beyond the baseline requires some agreement on the part of the user to certain behaviors and configurations of the device.

Activesync connectivity can be turned on for mobile device users (even for personal devices) as long as they agree to allow the college to wipe the device if it is lost, stolen, replaced, or changes ownership, or if the user is separated or terminated from the College;

  • Agree to notify the college immediately upon the device being lost, stolen, replaced, or changes ownership.

In the case wherein a device does need to be wiped, the College is not responsible for personal data that is lost. It is the user's responsibility to back up their personal data. IMAP connectivity can be turned on for users if they agree to use college-provided smtp for outbound mail, but this would only be done if other methods such as Activesync were not workable.

For "recommended" devices, documentation and assistance/support will be provided to the user in making and maintaining the connections. For non-recommended devices, general documentation can be provided, including such things as server names, port numbers, etc., but device-level support will not be available.

We will work out procedures with ITEC to support the additional connectivity provisions of this policy

Security

Additional connectivity beyond the baseline will be provided only if the user signs off on an agreement specifying their responsibilities and giving the college certain permissions.Whether an additional connectivity agreement is in force or not, it is expected that all mobile device users who are employees of the college will abide by the confidentiality agreement they should have already signed.

Non-employees receiving additional connectivity should also sign off on a confidentiality agreement or those provisions will be included on a special connectivity form.

The College will wipe devices back to factory condition if they are reported lost, stolen, replaced, or change ownership.
If a user who has a non-state-owned device with additional connectivity is separated or terminated from the college, steps will be taken to remove all state information from the device. This may require wiping the device to factory condition — this agreement shall also be included on the connectivity form.

Links to Related Procedures and Information

Personal Mobile Device Summary

Personal Mobile Device Agreement FAQs

Personal Device Request/Agreement Form

Contact Information

Library, Information and Technology Services

Office Location: Allen Admin 216A

Phone: 585-395-5151

Fax: 585-395-5246

History (in descending order)

Item Date Explanation
Next Review Date July 18, 2016 Three year review
Adoption Date July 18, 2013 Policy Adopted

Approval

Last Updated 10/27/20

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