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Mobile Tablet Recommendation for Use| UCM
Mobile Tablet Devices
Purpose
The purpose of this document is to provide guidance for the appropriate purchase and usage of Mobile Tablet Devices (devices running iOS and Android OS).
Scope
This document sets recommendations for the purchase, operation, and support of Mobile Tablet Devices for University of Central Missouri employees. This document covers portable tablets capable of
transmitting packet data either directly (through UCM’s wireless network) or via connection to another network service (e.g. Wi-Fi hotspot or cellular service).
Overview
The Office of Technology department strives to provide the best customer service possible to all members of the university community, within available limited resources. The Office of Technology has
responsibility for recommending requirements for mobile tablet devices used at UCM. The Office of Technology’s responsibility is to provide stewardship guidelines, manage University risk, and assess the impact these devices can have on the operation of UCM’s infrastructure and the information stored therein.
Procedure
Tablet DevicesTablets also known as slates or pads use virtual keyboards on touch sensitive screens as the primary interface method. Examples of Tablet Pads include iPad, Xoom, G-Slate, Galaxy Tab, etc.
Services
All services used are to be, first, for university business purposes and may be used for personal use within conditions outlined by the owning department.
Selection and Purchase
Recommendations for Mobile Tablet Devices will be set by the Office of Technology and reviewed each year with attention given to cost, business functionality, service availability, software compatibility, software licensing, supportability, and security. The reviews will recommend models, vendors, related
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Mobile Tablet Recommendation for Use| UCM
service providers, and common software packages approved for use with these devices. At this time, currently deployed tablets include iPad, iPad2, Samsung Galaxy, and the Motorola Xoom. Purchase of devices not currently recommended by the Office of Technology will require coordination with the department and the Office of Technology to determine the proper support model for a new device. Delays may be encountered when purchasing items not currently recommended as units will require testing against UCM’s infrastructure.
Usage
Given that Mobile Tablet Devices may be storing and transferring critical UCM data while connected to the internet, all University Policies and procedures regarding data, communication, and security
(Acceptable Use, Email, etc.) are applicable. Mobile Tablet users are strongly recommended to password protect access to stored information and take precautions to ensure the device is not lost or stolen. Apps
If a particular application is found to be causing problems with the UCM Network for whatever reason; the Office of Technology may take steps to limit the use of that software on campus. Use of Apps is outlined below:
1. Apps purchased with university funds:
• Are not transferrable to personally owned devices • Requires approval for download from Budget Managers 2. Apps purchased with personal funds:
• May be allowed with the permission from the department. The user must understand that this app may not be transferred to another university device; however, the conditions may vary with different device platforms. For instance, an application purchased may allow the user to place the app on the iPad and an iPhone, but a different app may have different restrictions on multiple-device use. • Reimbursements for apps will be determined by the Budget Manager
• Apps must be removed when the person returns the device to the university 3. Apps that are free:
• May be allowed with permission from the department. The user must understand that apps are specific to the device and may not be transferrable
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Mobile Tablet Recommendation for Use| UCM
Security of data
Data stored on Mobile Tablets is often at more risk than data stored on desktop computers or network shares due to the public environments that the devices can be used in and their risk of being lost or stolen. Hence, the Office of Technology recommends users refrain from storing any confidential university data on mobile devices. In addition, all data stored on Mobile Tablet devices should be backed up regularly. Due to the diversity of devices available, security and backups are the responsibility of the user. For iOS devices, the Office of Technology recommends using the encrypted backup option in iTunes. For other platform backup suggestions and recommendations, please contact the Office of Technology Technology Support Center.
Support
The Office of Technology will provide, to the best of its ability, connectivity support to the UCM network for all Mobile Tablet Devices that meet the Office of Technology’s recommendations. For support of issues with specific apps, users will need to contact the developer of the app.
Network Access and Support
Authorized Mobile Tablet Device users will be allowed to access any Office of Technology network directly through the Wi-Fi network, which requires authentication through a web browser. To ensure the security of UCM’s networks, the Office of Technology recommends shutting off ad-hoc detection on their Mobile Tablet Device.
Department Responsibility
Personnel receiving a mobile tablet should agree to and sign a document which outlines usage agreement (sample document attached). The document is owned and maintained by the department and a copy of the document forwarded to the Office of Technology for inventory management. Personnel receiving a mobile device should understand that the device is, first, for university use, and, second, can be used for personal use with conditions outlined by the department.
Once an employee’s employment with the university has been terminated, the manager/supervisor is to immediately notify the Office of Technology Technology Support Center so that the service can be suspended if necessary. It is also the manager/supervisor’s responsibility to obtain all Mobile Tablet Devices that are the property of UCM before the employee departs the University. If another employee (replacement employee) will take over the device/service, it is the responsibility of the supervisor to ensure that all data be removed from the device before transitioning the device to another employee. Most units have a factory reset option that is useful to remove all data and reset the device to
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Mobile Tablet Recommendation for Use| UCM
manufacturer defaults. See the “software” section above for any impact to continued use of software on the device as transference of license is usually not possible.
Loss or Theft of Devices
Upon the loss or theft of a university owned Mobile Tablet Device the employee must file a report with Public Safety and forward a copy of the report to the Office of Technology Technology Support Center. It is highly recommended that employees install software/utility that can be used to wipe or lock the data and profile from Mobile Tablet Devices if the device is lost or stolen. Some devices incorporate a password feature that will automatically lock the tablet after several unsuccessful password attempts. This software/utility differs from device to device; the Office of Technolgy Technology Support Center will attempt to find the appropriate solution for each device.
If an employee should lose or damage a Mobile Tablet Device that is out of warranty or not covered by insurance, and/or if the department fails to collect the device from the employee upon separation from UCM, the department will be responsible for the full payment to repair or replace the device. The Office of Technology does not own the devices, nor does the Office of Technology bear any responsibility to replace or repair the devices in the event of theft, loss, or damage.
