Mobile Device Policy

Mobile Device Policy

Sponsor:

 Finance Office/Chief Financial Officer

Contact:

 Chief Financial Officer

Category:

 Business and Procurement

Number:

 400.009

Effective Date:

 2020//11

Implementation History:

 Guidelines established April 2012, updated 2017, revised and made official policy 11/2020, revised 4/2022.

Keywords:

 Mobile Device, Telecommunications, Reimbursement, Data, Issuance

Background Information:

First enacted in April 2012, the Mobile Device Policy was created to do the following:

  1. Establish guidelines to identify eligible employees;
  2. Ensure compatibility of devices with SUNY Empire network and software systems;
  3. Ensure compliance with laws and regulations; and
  4. Ensure security and privacy of both student and staff electronic information.

In 2021, the policy was amended to remove the communication regarding service options.

Purpose

The purpose of this policy is to provide an effective and regulatory-compliant process for the assignment of university-owned mobile devices.

Definitions

Eligible Employee: Eligible employees are employees with job responsibilities that require them to be available in a timely fashion outside of regular work hours.

Mobile Device: Smartphone or tablet device that has a cellular number associated with it, e.g., iPhone and iPad devices, Windows Smartphone and Tablet devices, Android Smartphone and Tablet devices, and associated data services. Tablet devices are distinguishable from laptop computers by their embedded operating systems and need to install applications via an "app store." Laptops could be considered mobile devices for the purposes of this policy.

Statements

The University will provide a desk phone to all employees who need one. Individuals provided a mobile device will not be provided a desk phone. The appropriate Supervisor and Division/Department Head, along with the Office of the President, will determine an employee’s need for a university-owned mobile device using the information entered in the Annual university-Owned Mobile Device Request Form. They will ensure that the request supports the university’s mission effectively.

Authorization for the issuance of mobile devices is the responsibility the Chief Financial Officer (CFO), in conjunction with the Office of the President. The issuance of a university-owned mobile devices is based on the actual job requirements of faculty and staff, and not based on a particular title or position. Eligible employees must meet at least one of the following criteria:

  1. Frequent mobility: The job requires considerable time outside the office during working hours and it is imperative to the functioning of the university that the employee be immediately accessible to receive and/or make frequent business calls during those times.
  2. After hours availability: The job requires the employee to be immediately accessible to receive and/or make frequent business calls outside of working hours. Employee must be readily accessible due to the specific nature of their duties and must be available for emergency responses or time sensitive consultation after normal office hours.

The Finance Office will review employee usage of university-owned mobile devices on a quarterly basis.

The university reserves the right to discontinue the issuance of university-owned mobile devices for any reason, including financial necessity.

Use of Device While Driving

SUNY Empire State University requires employees to comply with all applicable laws while driving.

Security and Privacy

Employees using personal mobile devices to conduct Empire State University business must comply with applicable state and federal laws related to the protection of student and employee personal information and identity. All devices must be protected from loss and/or theft by utilizing passwords, encryption, two-step authentication, or other similar means of protection. State and federal laws indicate that personal mobile devices can be impounded in the case of legal action involving information that can potentially be stored on the device. 

Applicable Legislation and Regulations

Procedures

Eligible employees must fill out the Mobile Device Request Form in order to begin the process of receiving a university-owned device or reimbursement. The Division/Department Head will then submit the request to the university’s Finance Office, who will involve all relevant parties in the approval process as necessary. Once approved, the Finance Office will submit the request to ITS for fulfillment.

Related Regulations and Policies 

Related References, Policies, Procedures, Forms and Appendices

Procedures

Eligible employees must fill out the Mobile Device Request Form in order to begin the process of receiving a university-owned mobile device. The Division/Department Head will then submit the request to the university’s Finance Office, who will involve all relevant parties in the approval process as necessary. Once approved, the Finance Office will submit the request to Information Technology Services for fulfillment.

Appendix A

Annual Mobile Device Request Form (password required)