Mobile Device Policy
Purpose
This policy provides guidelines for the issuance and administration of University Owned Devices Bring Your Own Devices that requires a cellular service plan.
Scope
This policy applies to employees of University of Dayton.
Policy History
I. Effective Date: May 11, 2018
II. Approval: May 11, 2018
III. History:
- Approved in its original form: May 11, 2018
IV. Maintenance of Policy: Vice President for Finance and Administrative Services
Policy
The University provides University owned mobile devices (University Device) to those positions or departments deemed necessary to fulfill their normal responsibilities. The University regularly reviews and certifies the positions that demonstrate a clear business need for a University Device.
University Device Eligibility
Per IRS regulations, the issuance of University Device must be based upon noncompensatory business reasons. The appropriate department head will consider the factors set forth in Appendix A to determine whether a University position qualifies for a University Device.
The justification for issuance of a University Device to an employee should have a clear connection to the employee’s stated position responsibilities and alignment with the University’s commitment to fiscal stewardship and responsibility. Assignment of a University Device must be included in a position’s job description upon hire or as subsequently modified, or as determined by a sponsored program agreement or agreements, and will be reevaluated on an annual basis. There are two options for employees whose role requires a mobile device: (1) a University-owned device (University Device), or (2) a personally owned, i.e., bring your own device BYOD). The selection of either option is the employee’s decision, with the exception of members of President’s Cabinet, who will be assigned University Devices.
Bring Your Own Device (BYOD)
Eligible employees who wish to maintain their own mobile device and cellular service plan may receive a monthly allowance. Other employees, who do not already qualify for a University Device or a BYOD, may submit business-related cell phone expenses for individual reimbursement on an as needed basis, as outlined in Appendix B. BYODs are subject to all requirements of the Legal/Data Retention section of this policy. Personal mobile devices must comply with UDit mobile device security requirements. Non-compliant devices may be restricted from accessing some University systems and the University monthly expense allowance will not be provided.
Mobile Device Security Requirements
All University Devices and BYODs are required to have appropriate security applications enabled as specified by UDit’s Security Office. Those applications include, but are not limited to, device-level security PINs, device encryption, and anti-virus and malware protection. BYODs of users with elevated access privileges and those routinely dealing with highly confidential or sensitive correspondence will be subject to enhanced remote-management requirements so that data on a lost or stolen device can be remotely deleted. Removing or tampering with security measures may result in revocation of mobile device privileges, elimination of expense allowances, or disciplinary action in accordance with University policies.
Cost Implications for Damaging/Losing Hardware
If moving towards a standard hardware configuration, the first phone will be at no expense to the user. From initial issuance, each user is responsible $100 personal liability for first incident and $200 for subsequent incidents.
Legal/Data Retention
Data, text messages, email or voice messages related to university business on and/or transmitted via University Devices or BYODs are university records and subject to all university policies including but not limited to the Records Retention and Disposal Policy, Electronic Discovery and Data Preservation Policy, Data Security for Mobile Devices, IT Security Policy and Data Classification Policy.
Geographical Scope
Only positions located within the United States are eligible for University Devices.
Accessories
Those employees to whom a University Device is issued should use appropriate safety accessories, such as: screen protectors, phone cases, or other appropriate items. Reimbursement for these items shall be subject to the approval of the appropriate department head.
Tax
University Devices are not taxable to the employee as they are issued for valid noncompensatory business reasons in accordance with Appendix A. Mobile devices issued to promote good will of an employee, to attract a prospective employee, or as a means of furnishing additional compensation, are not provided for noncompensatory business reasons and therefore would result in personal tax liability to that employee. Thus, mobile device issuance for compensatory reasons are not permitted under this policy.
Insurance
Devices that are provided by the University will be self-insured. For personal devices part of the BYOD program, University Devices issued under this policy will be self-insured by the University. In regards to BYODs, insurance is the personal choice of the employee and is not required by the University. The University will not be responsible for the purchase or replacement of BYODs.
Personal Use
Employees are permitted to use their University Devices for personal use. All activity on University devices is subject to University policies. Under most circumstances, employees will have the option to retain the phone number associated with their University Device upon separation from the University.
Standard Plan
University Devices will be standardized pursuant to the University’s agreement with the service provider. Upgrades will only be available three years from the date of issuance of the University Device.
Exceptions to the Policy and Appeal Process
A Vice President, Dean, Division Head, or Chair who determines an exception to this policy is warranted must provide details to the Executive Director of Procurement and Payable Services. An exception to this policy may be made on a case-by-case basis considering factors such as the prudent expenditure of funds, technological solutions, and administrative solutions. A Vice President, Dean, Division Head, or Chair may appeal a decision not to grant an exception. Final determination will be made by the Provost for faculty appeals or the Vice President for Finance and Administrative Services for staff appeals.
