NYIT-Owned Mobile Device Policy

Background

New York Institute of Technology supports the use of mobile devices by administrative staff, consultants, contractors, and other affiliated individuals. For qualified individuals, an appropriate mobile device and/or cellular service will be provided and paid for with departmental funds. The Information Technology Telecommunications Office has full responsibility and authority for the management of the mobile device program and will administer and manage the provisions of this policy.

Policy Purpose

The primary purpose of this policy is to assure effective use of all cellular mobile devices owned, procured, or provisioned by New York Institute of Technology and leverage cost efficiencies while providing proper communication solutions for authorized university personnel and other affiliated personnel.

Policy Scope

This policy applies to all New York Institute of Technology employees, consultants, contractors, and other affiliated individuals who are assigned a university-owned, procured, or provisioned cellular network mobile device for business purposes. The Information Technology Telecommunications Office is responsible for administering the procurement, issuance, and use of all cellular mobile devices associated to the university.

Where any section, subsection, sentence, clause, or phrase of this policy is found to conflict with any federal, state, or local law, the terms of such laws or rules shall prevail.

Definitions

Owned
New York Institute of Technology has purchased a device with institutional funds and retains all legal right and control over the device.
Procured
New York Institute of Technology has obtained a mobile device on behalf of an eligible individual by means of a personal check issued to the university. Device ownership is transferred to the individual.
Provisioned
New York Institute of Technology has added a mobile device to its vendor-provided cellular network service plan, regardless of device purchase origin.

Policy

Eligibility

Cellular mobile devices and/or service shall be provided to administrative staff, consultants, contractors, and other affiliated individuals who meet all of the criteria below:

  1. Must travel from their assigned work-site on university business for a significant part of their normal workday, or are otherwise inaccessible through a landline phone due to the nature of their regular work
  2. Must frequently communicate with others on university business while away from their assigned work-site
  3. Must be accessible at all times
  4. Must be at director rank or above (service employees and contractors in Facilities, Security, IT, Telecommunications, Admissions, and Athletics are eligible for a cellular mobile device with written approval of their division vice presidents without rank requirement)
  5. Must obtain written approval of the authorized approver of their department account against which charges will be applied
  6. Must obtain written approval of the division vice president

Once approved, a mobile device and/or service plan will be assigned to the authorized user. The device will not be assigned to the department or to the position.

Usage

New York Institute of Technology provides cellular mobile devices and service for the purpose of conducting university business; however, the use of institutional mobile devices for personal calls and texts is allowed provided that they are not excessive in frequency and duration.

Authorized users must realize that although personal calls may not result in direct monetary charges, they do count toward the overall time limits established under the service agreement. Any substantial overage in excess of plan limits, including long distance, data use, roaming, or other charges incurred by the authorized user for personal purposes shall be the responsibility of the individual.

Use of New York Institute of Technology mobile devices for non-university commercial enterprises is forbidden.

Cost and Ownership

The cost of a standard device, service, and overages will be budgeted and paid for by the user's department.

Mobile devices and service that are purchased and maintained with university funds are the property of New York Institute of Technology. All university-owned mobile devices are to be returned to the IT Department when an employee transfers to another department or otherwise separates from the institution.

The cost of premium devices, if specifically requested, will be paid for by the requesting user with a personal check issued to the university. As such, the user owns the device while the university continues to pay the standard service fee from departmental funds. The user is responsible for damage and repairs of premium devices. User-owned devices do not need to be returned to the university at separation; however, underlying carrier services will be summarily discontinued. The user must make alternative arrangements for carrier services on a personal account in order to maintain cellular service, if so desired. New York Institute of Technology will not issue refunds for premium devices.

Individuals may request one premium device every two years. Devices are procured for the exclusive use by the requesting individual for university business purposes only. Devices shall not be requested with the intent to resell to a third party.

Vendors, Plans, Devices, Features, and Accessories

Each approved individual will be provided a mobile device and included accessories package from the allowed device list by the Information Technology Telecommunications Office. Currently, New York Institute of Technology has corporate agreements with Verizon and AT&T, and at its discretion may enter into additional or replacement contracts with other service providers. During the period when one or more of these contracts is in force, New York Institute of Technology will only purchase mobile devices or service agreements for use on the basis of these contracts, unless a specific exception is granted. The Information Technology Telecommunications Office will select the most cost-effective service provider for mobile devices on a case-by-case basis.

The allowed device list changes periodically and is available upon request.

Non-included accessories such as phone cases, screen protectors, hands-free devices, etc. must be separately obtained by the user with personal funds.

Life Safety Considerations

For personal and public safety reasons, individuals who use wireless mobile devices while driving are expected to observe extreme caution. Under New York State law you are required to use hands-free options while operating a motor vehicle. Hands free options are also recommended for individuals who use mobile devices while operating equipment other than a motor vehicle.

Employees who are issued a mobile phone for business use and whose job responsibilities include regular or occasional driving are expected to refrain from using their phone while driving; use of a mobile phone while driving is not required by the university. Safety must come before all other concerns. Regardless of the circumstances, including slow or stopped traffic, employees are required to use hands-free operations or pull off to the side of the road and safely stop the vehicle before placing or accepting a call. Employees are encouraged to refrain from discussion of complicated or emotional matters and to keep their eyes on the road while driving at all times. Special care should be taken in situations where there is traffic or inclement weather, or the employee is driving in an unfamiliar area.

Reading or sending text messages while driving is strictly prohibited.

Employees who are charged with traffic violations resulting from the use of their phone while driving will be solely responsible for all liabilities that result from such actions.

Device Security and Data Privacy

Employees in possession of mobile devices subject to this policy are expected to protect the equipment from loss, damage, or theft. In order to prevent unauthorized access, all devices must employ a screen lock. This may include a PIN code, fingerprint, or other lock mechanism natively supported by the device. The device may only be unlocked by the assigned user.

Users are expected to exercise extreme caution when installing applications on mobile devices. Apps may only be installed using the official Google Play or Apple iTunes stores. "Rooting," "Jailbreaking," "Sideloading," or otherwise compromising factory security controls on mobile devices subject to this policy is strictly forbidden. Users must never knowingly install applications that are harmful or violate university privacy policies.

Upon resignation or termination of employment, or at any time upon request, the employee may be asked to produce the phone for return or inspection.

Employees are strictly prohibited from using any mobile phone or similar device as an unauthorized media storage device for the storage or transportation of university business information.

New York Institute of Technology retains the right to monitor employees for excessive or inappropriate use of their mobile phones. Employees may face disciplinary action up to and including termination for inappropriate use of the mobile phone, including conduct resulting in a security breach, violation of acceptable use policy, or causing an accident due to the reckless use of their phone.

New York Institute of Technology retains the right to remotely wipe any mobile device for which it has a technical capability to do so, for any purpose that it deems necessary to maintain data security and integrity. This includes personally-owned devices regardless of purchase origin.

Procedures

Eligible individuals requiring a cellular mobile device must complete the request form found on the Service Central website. Each request must be approved by the individual's immediate supervisor, authorized approver of the department budget, and the division vice president. The completed request should be forwarded to servicecentral@nyit.edu for processing.

The Information Technology Telecommunications Office provides each approved individual with a wireless mobile device package and a service plan. The package may consist of, but not be limited to, the mobile device, charger, and other accessories provided by the manufacturer.

All charges for the mobile device shall be the responsibility of the user's department. These charges include, but are not limited to: initial purchase charges for the device, service initiation charges, monthly service plan charges, usage and/or overage charges, maintenance and repair charges, and replacement charges for lost or stolen equipment.

If the user requests a premium mobile device not currently offered on the approved device list, a personal check made out to the university in the full amount of the device must be delivered to the Information Technology Telecommunications Office. User is personally responsible for repair and/or replacement charges if a user-owned premium device is lost, stolen, or damaged.

On an annual basis, the Information Technology Telecommunications Office will transfer funds from the designated department account to the telecommunications budget. Department account managers will be sent a summary of transfers for proper recordkeeping. If needed, subsequent transfers will occur in the same fiscal year to cover overages, repairs, or replacements.

Roles and Responsibilities

ROLE RESPONSIBILITY
Information Technology Telecommunications Office Management of the university mobile device program and administration of the provisions of this policy
Supervising Managers and Vice Presidents Determines user eligibility and budget approval