Roane State Community College
Policy Number: GA-18-07
Subject: Mobile Device Policy (iPads and other Mobile Devices)
The purpose of this guideline is to define standards and procedures for end users who will purchase and use Roane State owned mobile devices. It will establish policies for both procurement and support of mobile devices and the applications needed to support administrative and academic uses of such devices.
This policy supplements existing policies at Roane State, Tennessee Board of Regents (TBR) and state and federal laws. Should a conflict exist with state or federal laws, TBR or Roane State policy, those laws or policies will take precedence.
This policy applies to all Roane State employees, including full and part-time staff, students, contractors, freelancers and other agents.
Mobile Device - Tablets or similar devices designed primarily for accessing web-based content, audio, video, e-books and music. Examples include, but are not limited to, iOS (Apple), Android (Google) and QNX (Blackberry) devices.
Wireless Data Plan - A wireless data plan is a contract from a wireless carrier to provide Internet access via cellular technology.
App - Applications designed to operate on mobile devices.
Mobile Device Management or MDM - An application designed to manage mobile devices for an institution. MDM provides for delivery of patches and updates, delivery of apps and security of devices by providing the capability of remotely wiping a device should it be lost or stolen.
Vice President, Business and Finance - The Vice President (VP) for Business and Finance has delegated the execution and maintenance of information technology to the Assistant Vice President (AVP), Information Technology. The VP for Business and Finance is responsible for approval of all data plans.
Vice presidents, department heads and deans are responsible for approving business or academic plans for mobile device use in their departments/divisions. Vice presidents are responsible for approving the procurement of mobile devices.
Funding will be through normal budgetary processes.
Assistant Vice President, Information Technology (IT) has overall responsibility for the confidentiality, integrity and availability of institutional equipment, systems and data.
Director, Networking, Telecommunications and Technical Support (NTTS) is responsible for maintaining and supporting the infrastructure and hardware for information technology and the institution. Additionally, NTTS is responsible for maintaining the inventory of networking, desktop, laptop and mobile equipment owned by the college. All mobile devices will be placed in the IT inventory, registered on the Mobile Device Management system and the Roane State wireless network.
Director, Library Services is responsible for mobile device applications and distribution. Additionally, the director of Library Services is responsible for inventory control of student-use mobile devices and check-out to students.
Director, Center for Teaching Arts and Technology (CTAT) is responsible for inventory control and checkout of CTAT-owned mobile devices to faculty. Dean approval of individual Academic Mobile Learning Plans is required before CTAT issues a mobile device for faculty use in the classroom. CTAT will facilitate dean-approved Academic Mobile Learning Plans necessary for device assignment and will help faculty assess effectiveness of those plans.
All Roane State Faculty and Staff - Faculty must submit and receive approval for an Academic Mobile Learning Plan as part of the process for receiving a mobile device. Staff must submit and receive approval for a business use plan as part of the process for receiving a mobile device. All Roane State employees are responsible to act in accordance with this and other institution policies and procedures.
- Affected Technology
This policy applies to mobile devices, including tablets or similar devices designed primarily for accessing web-based content, audio, video, e-books and music. Examples include, but are not limited to, iOS (Apple), Android (Google) and QNX (Blackberry) devices.
Mobile devices are not meant to be a replacement for laptops or desktops.
- Policy and Use
Access Control - Prior to initial use, all mobile devices will be provisioned by IT and registered on the Roane State network. Mobile devices will be centrally managed by IT by a means deemed appropriate.
Security - All users of college owned mobile devices must employ reasonable physical security measures. Users are expected to secure all such devices whether or not they are in use or being carried. This includes, but is not limited to, passwords or pass-codes and physical control of the device.
Information Technology will manage security policies, network, and applications centrally using whatever technology solution is deemed suitable. Any attempt to bypass or contravene this security will be deemed an intrusion attempt and dealt with in accordance with Roane State and TBR policies. Jailbreaking an institutionally-owned mobile device is considered an intrusion attempt.
In the event of a lost or stolen mobile device, the user must report the incident to your department head or dean, IT and security immediately. The device will be remotely wiped of all data and locked to prevent access by anyone other than IT. If the device is recovered, it will be submitted to IT for re-provisioning and returned to the department of record.
No sensitive or personally identifiable data may be stored on mobile devices without encryption.
- Help and Support
Mobile devices are generally proprietary in nature. This means that compatibility between programs cannot be guaranteed. For example, a document created in Microsoft Excel (Mac or PC) may not be editable or viewable on the mobile device.
Mobile devices may or may not support printing directly from the device.
Some mobile devices may not display all web content due to limitation on running underlying technologies on those sites. For example, Java, Oracle, Flash or ActiveX controls may not work on some devices.
Information Technology will centrally deploy policies on all college owned mobile devices to ensure a secure operating environment.
- Technical Support
Technical support for mobile devices is limited by the nature of the device. Because these devices have no serviceable parts, IT technicians will attempt to restore the device through a hard reboot or reinstalling the operating system. If these options fail, the device will be returned to the manufacturer. For this reason, manufacturer care plans must be purchased when buying mobile devices with institutional funds.
Files on mobile devices are stored in a format that is not recoverable by IT technicians. Therefore, users should back up or synchronize files to a secure location. Otherwise, the files will be lost.
Help Desk assistance will be limited to network connectivity issues and access to Roane State email accounts.
End User Support and Training
The Center for Teaching Arts and Technology will provide end user training and support for mobile devices. Prior to issuance, all academic users must complete the mobile device workshop and assessment plan training presented by the CTAT.
Administrative users are encouraged to attend the mobile device workshop and assessment plan training presented by the CTAT.
- Approval Process
- Mobile Device Approval
Mobile devices are available to faculty through CTAT checkout following procedures published on the CTAT webpage.
Approval for department or division-level mobile device purchases must be through the immediate supervisor, the department head or dean to the division vice president. Requests may be submitted by email.
All requests must be accompanied by an Academic Mobile Learning Plan justifying the need for a mobile device. The following criteria will be considered when reviewing the request:
- How the mobile device will support student learning, in a way that is not easily achieved using a laptop or computer.
- At least one clear, specific, and measureable student learning outcome that specified intended student gains in knowledge, skills, or attitudes is provided.
- A description and timeline of the assessment method(s) that will be used to measure student success, and a description of the results/data that will be submitted to CTAT at the end of the semester.
- Administrative Use
Approval for mobile devices must be through the immediate supervisor, the department head or dean to the division vice president. Requests may be submitted by email.
All requests must be accompanied by a business use plan justifying the need for a mobile device. The following criteria will be considered when reviewing the request:
- A requirement to travel frequently away from the office.
- A need to communicate with employees about Roane State business when away from one’s primary office.
- A need to communicate with others about Roane State business when away from one’s primary office.
- A need to support programs or services that require frequent or immediate communications throughout the day or after hours.
- A need to review large amounts of documents and is a paperless environment appropriate.
- The device significantly enhances the performance of one’s business activities.
- Application or App Approval
App purchases must be approved by the department head or dean. Funding must be available.
Funds for mobile device applications will requested through normal budget processes.
- Data Plan Approval
All requests for data plans must be through the immediate supervisor, department head or dean, vice president or to the VP for Business and Finance. Requests for data plans may be submitted by email.
Mobile Device Procurement
Funding for mobile devices will be made through the normal budgetary process. Funding must include extended warranty from manufacturer.
Where available, mobile devices will be engraved at the manufacturer with "Property of Roane State", otherwise they will be tagged with a Roane State property tag. Receiving departments are responsible for control and management of mobile devices.
All institutional mobile devices must be procured from authorized TBR contractors in accordance with current procurement policies.
All institutional mobile devices will be delivered to IT for provisioning, registration on the Mobile Device Management system and added to the network.
Application or App Procurement
Application (app) purchases for business use may be made by the individual or via the TBR contract that allows the college to participate in Apple’s Volume Voucher Purchase Program (AVVPP). All AVVPP purchases must be approved by the department head or dean in which the requestor is employed. Approved AVVPP purchases will be facilitated by Director of Library Services upon receiving an authorizing email from the dean or appropriate department head. Funding for AVVPP purchases is the responsibility of the approving department.
The director of Library Services or their designee will purchase Apple Voucher cards and redeem them on the Apple website. Apps will be purchased and the resulting link and code will be emailed to the person for which the app was purchased. The Director of Library Services or their designee will track who received the purchased apps. The director of Library Services or their designee will be responsible for bringing any questionable purchase to the attention of the VP of Business and Finance and the Assistant Vice President of IT to determine if the app purchase is to be approved. Otherwise, the director of Library Services or their designee will purchase apps on behalf of employees that have college provided iPads.
The iPad or other device user will be responsible for any charges related to the acquisition of personally purchased non-business related apps. The college will not reimburse the cost of such apps. Also, taxes may be charged on the purchase. There is no educational discount for apps purchased by an individual. Payment problems and disputes about individual apps purchased by the user are the responsibility of the user.
Please note that Apple requires that the owner of devices and installer of apps to agree to sync no more copies than the number of voucher codes purchased by the AVVPP; one cannot make a single purchase and sync to multiple devices unless an authorized license has been procured for each device. AVVPP pricing generally reflects an educational discount and no sales tax will be charged when apps are bought via the AVVPP. Not all apps are available for purchase by the AVVPP. Not all apps have a discounted price. AVVPP may require the purchase of 20 or more copies in order to get a discounted price.
Procurement of apps for other devices will be from the appropriate source for that device.
Data Plan Procurement
Roane State's wireless vendor is Verizon. All data plans are for one calendar year from the date of purchase.
The department must have funds available prior to procuring the data plan and is responsible for paying the monthly charges.
Once a data plan has been approved by the VP for Business and Finance, the user must contact NTTS to initiate the procurement process. The department will be notified by email when the account code has been received from Verizon. Instructions for activating the data plan on the device will be included in the email.
- Organizational Protocol
Jailbreaking is the process of removing device limitations imposed by the device manufacturer through use of custom kernels. Jailbreaking a college owned device is not permitted and will void the warranty. Jailbreaking an institutionally-owned mobile device is considered an intrusion attempt and may result in loss of mobile device access.
Roane State employees will not use mobile devices while operating a motor vehicle. All current Roane State "Acceptable Use" polices and guidelines apply to the use of mobile devices.
All institutionally owned mobile devices will be protected by a password or pass-code.
- Policy Non-Compliance
Failure to comply with this and other applicable Roane State policies may result in the suspension of mobile device use and/or all technology use and loss of connectivity privileges, disciplinary action and possibly termination of employment.
Revision History: 06/05/2014
TBR Policy Reference: 1:08:00:00
Revision Approval By: Christopher L. Whaley, President
Original Date Effective: 08/01/2012
Original Approval By: Gary Goff, President
Office Responsible: Vice President for Business & Finance
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