Version 1.0 October 25, 2018
TECHNOLOGY ASSET POLICY: MOBILE PHONES AND DATA DEVICES
The purpose of this policy is to outline the process by which NYU Steinhardt acquires, replaces, and disposes of mobile phones and data devices (Smartphones, MiFi, Hotspots, iPads, Tablets, etc). This policy also provides guidance to departments and employees who are granted devices by New York University.
This policy applies to anyone in pursuit of a mobile phone or data device or currently in possession of or is using a University-owned device paid for by New York University.
Expenditures for equipment/services must follow a strict approval process. All mobile phones and data device requests require the pre-approval of Steinhardt’s Chief Information Officer and the Executive Director of Finance regardless of funding source.
For administrative employees, the request must also be approved by the employee’s supervisor. The administrative employee's supervisor, in collaboration with the Chief Information Officer and Executive Director, will determine and approve the business necessity for providing equipment/services to the employee, based upon the employee's job duties and budget availability.
Steinhardt will not pay for any mobile phone or data devices or services that have not been approved by the above parties.
WHAT IS BUSINESS NECESSITY?
Business necessity occurs when one or more of these factors are present:
- It is vital for the employee to be in constant touch with their office, lab or medical facility beyond standard University operating hours.
- The employee is responsible for emergency preparedness and must be available and on-call around-the-clock.
- A group of employees has the need for group or shared equipment/services such as rotating on-call contact.
- The employee's job effectiveness relies on the use of such equipment/services.
- The Equipment/Services are necessary to support an off-site office, which is the employee's principal office for their work and required by Steinhardt.
Employees that have arranged a flexible work schedule are not eligible for mobile phones and data devices under this policy unless the above apply.
PROCURING AND PURCHASING
All mobile phones and data devices paid for using University funds will be purchased through Steinhardt Technology Services. New York University resource use is closely monitored and regulated. Please send an email request with the business necessity justification and attach a copy of the New York University's mobile phone and data Device form.
Daily use to monitor email is not a sufficient justification. Please review the section on business necessity.
SUPPORT AND TROUBLESHOOTING
Steinhardt Technology Services will provide basic configuration support and assist with syncing University email and other accounts.
DAMAGED DEVICES/PERFORMANCE ISSUES
If your university provided mobile phone or data device is broken or has performance issues, please contact Steinhardt.Technology@nyu.edu. We do not perform repairs on mobile and data devices and may refer you to an outside support service based on the severity of the issue, warranty coverage, etc. The device user will need to back up the device’s data before Steinhardt Technology Services will be able to assist.
The repair of the mobile phone and data device will be charged to the original funding source.
SECURITY AND COMPLIANCE
It is the responsibility of the device user to protect any sensitive information that may be stored or accessed via the device. For guidelines, please refer to New York University’s policy on the responsible use of computers and data (http://www.nyu.edu/its/policies/responsibleuse.html).
STOLEN OR MISSING DEVICES
Any device that is lost or stolen must be reported. The user must inform Steinhardt Technology and a report should be filed with NYU’s Office of Public Safety.
SEPARATION FROM UNIVERSITY
If an employee leaves the University, Steinhardt Technology Services must collect the mobile phone or data device. A department cannot choose to keep the device and repurpose it. The supervisor is responsible for ensuring the return of the device and coordinating with Steinhardt Technology Services to ensure that:
- The mobile phone number is transferred (if applicable)
- The mobile phone or data device plan is terminated
- The mobile phone or data device is returned to Steinhardt Technology Services
Upon the return of the device, all data while be wiped so that the device can be repurposed or disposed of based on age and performance as per NYU’s Policy for Standard for Destruction and Disposal of Electronic Equipment and Data.
If an employee no longer wishes to use an NYU-purchased device, the device and all peripherals such as charger etc. should be returned to Steinhardt Technology Services.
All employees that have a New York University-owned cell phone must abide by all local and state laws governing the usage of these devices while driving. (http://www.ghsa.org/html/stateinfo/laws/cellphone_laws.html)
The University reserves the right to suspend the provision of equipment/services to any University employee at its discretion with or without warning.