Policy on University-Issued Mobile Communication Devices
Purpose
Seton Hall University (the “University”) provides mobile communication devices to authorized employees in order to perform their job duties. This policy established the criteria for issuing, maintaining, and utilizing University-issued mobile communication devices.
Scope
This policy applies to all University employees who are issued University-owned mobile communication devices.
Policy
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- Issuance: The University issues mobile communication devices only to those authorized employees
who are required to routinely respond to urgent University business at any time of
the day or night, frequently travel on University business. and/or their job duties
require regular field work, including, but not limited to, first responders.
- Request and Approval: Supervisors of employees who are required to have a University mobile communication
device must request the issuance of such devices by completing the mobile device request form. The Department of Information Technology is responsible for evaluating each request
and will render a decision based on the established eligibility criteria and budget
considerations.
- Procurement and Monthly Billing: The University has centralized the funding and management of all University-issued
mobile communication devices. The Department of Information Technology will procure
all mobile communication devices and pay the monthly service plan fees. No other department,
division, school/college, or employee of the University is permitted to procure or
purchase a mobile communication device on behalf of the University.
- Device Replacement and Upgrades: If the mobile communication device is lost, stolen or damaged, employees must contact
the Technology Service Desk immediately for replacement. The Department of Information
Technology will procure all replacements of mobile communication devices on behalf
of the University. The department issued the University mobile communication device
may be responsible for the cost of the replacement, which will be invoiced by the
Department of Information Technology.
Mobile communication devices are eligible for upgrade every two years, and available upgrade models will be determined by the Department of Information Technology in accordance with the University-sponsored plan. The Department of Information Technology may require a device upgrade in the event that a manufacturer or service provider no longer supports a specific mobile communication device model. - Service Provision: The Department of Information Technology evaluates and maintains agreements with
authorized service providers to provide voice, messaging, and/or data connectivity
to University mobile communication devices. Employees will have the option to choose
a University-sponsored plan from the Department of Information Technology’s authorized
list of service providers.
- Personal Devices: The University does not provide reimbursements for personal mobile devices or their
associated costs. These expenses should not be charged to a University credit card.
If an employee chooses to conduct University business on their personal device, they
must register their device with the University and follow device security policies.
- Personal Usage: Mobile communication devices issued by the University are intended primarily for
conducting University business in accordance with the Appropriate Use policy.
- Security and Reporting: The Department of Information Technology will deploy Mobile Device Management (MDM)
software to all mobile communication devices to ensure such devices are up to date
and secure. It is the employee’s responsibility to take necessary precautions to secure
their University-issued mobile communication device and University data contained
therein. Employees are required to report any loss or theft of a University mobile
communication device to the Technology Service Desk immediately. The replacement cost
for the mobile communication device may be charged to the requesting employee’s department.
- Monitoring and Management: Supervisors of employees who are issued a University mobile communication device
must monitor the employee’s use of the University mobile communication device and
inform the Department of Information Technology when an employee no longer requires
a University mobile communication device to perform their job duties or terminates
the employment relationship.
- Ownership and Return: University-issued mobile communication devices are University property. Employees
must return any and all University mobile communication devices to the University
upon separation, transfer, if no longer needed to perform their job duties, or at
the request of the University.
- Support Services: Contact the Technology Service Desk at 973-275-2222 or via email at [email protected] for assistance regarding requests, upgrades, warranties, repairs, disconnection of
mobile communication devices, or related services.
- Compliance: All employees who are issued University mobile communication devices must abide by
all University policies regarding information access, security, and usage. Employees
are required to protect University business-related data and proprietary information,
including private and confidential information about University employees and students.
Employees must preserve data as required on University mobile communication devices.
- Violation: Non-adherence to any part of this policy could result in the cancellation of mobile service plans, confiscation of the University mobile communication device and/or disciplinary action.
- Issuance: The University issues mobile communication devices only to those authorized employees
who are required to routinely respond to urgent University business at any time of
the day or night, frequently travel on University business. and/or their job duties
require regular field work, including, but not limited to, first responders.
Responsible Office:
Department of Information Technology
Related Policies
Appropriate Use Policy
Mobile Devices Accessing Campus Network Services
Data Security
Approved
Approved by Monsignor Joseph Reilly, President, on the recommendation of the Executive Cabinet, on July 17, 2024.
Effective Date
Initial: July 17, 2024