I. Purchase, Use, and Retention
- Laptops and other mobile computing devices (e.g., tablets, and similar devices) are issued to faculty and staff whose work requires a mobile device, primarily to help them carry out their work in the university, i.e., teaching, research, extension, administrative work, or any other tasks related to their role or functions in the university.
- ICT will recommend a standard hardware configuration and a ceiling price for such a configuration. If a specific employee’s work requires a different hardware configuration (e.g., processor, memory, hard drive capacity, screen size, etc.), the Department Chair (or the Operations Committee, if there is no Department Chair), may request the ICT for an exemption.
- Alternatively, an employee may choose a laptop or other device with hardware specifications beyond what his work requires, but the cost beyond the price ceiling set by ICT will be borne by the employee concerned as a personal expense.
- The user also has the option to purchase the unit at a nominal cost (10% of the purchase cost borne by the university), three years after the acquisition date.
- In case an employee resigns or retires before the three years are over, he or she could also purchase the unit at a price based on fair market value, net of the personal contribution to the purchase price, subject to approval by ICT.
- Employees are allowed to use these devices for non-work-related purposes (e.g., checking personal email, storing personal documents, etc.) provided these activities do not adversely affect their performance at work nor affect the performance of the network. The ICT Office (ICT) will strive to maintain an acceptable level of network performance and reserves the right to block frivolous, excessive, or inappropriate use of the university's network and other related resources.
II. Ownership and Physical Security
- All equipment and accessories issued by the university to its employees are property of the university and are entrusted to them for the fulfillment of his or her functions within the university.
- The user is responsible for appropriate use of all resources assigned to him and her, including the computer, the network address or port, and the software. The user is accountable to the university for all use of such resources.
- The user should not attempt to install additional software or hardware, nor remove software, nor change the system configuration settings, without permission from the ICT or beyond the permissions granted by ICT, if the user has been granted partial administrator rights.
- The user is also responsible for the device's safekeeping, and should protect it from damage and theft by observing ICT-recommended best practices. The user is also responsible for protecting the data stored in the device, using methods recommended and made available by ICT. [see section on Network & Data Security]
- The user will not be held responsible for problems resulting from work-related use, or from theft or damage on-campus if the proper security measures are observed, but is responsible for the cost of damages caused by negligence, as determined by the university.
III. Recommended Best Practices for Mobile Device Users
- Do not leave your laptop unattended in unsecured places (common work areas, meeting rooms, restaurants or coffee shops, etc.). When working, keep it within sight all the time.
- Use the provided physical security devices (laptop security cables, etc.) when leaving the laptop unattended even for a brief period of time (e.g., going to the rest room).
- Keep your laptop or device in a secure cabinet or drawer when not in use. Do not leave it in the car.
- Use strong passwords. Never keep written copies of your password with the laptop itself or within the case. Use a password to protect sensitive documents.
- Set the laptop or device to sleep or activate the screensaver after being unattended for a set time. Require a password to wake the laptop or device from sleep or to deactivate the screensaver.
- Keep your fingers clean when using your laptop or device. Do not place food or drinks close to the laptop.
IV. Policy Acceptance for Staff Issued with Mobile Devices
- I understand that all mobile computing devices, equipment, and accessories that the University of Asia and the Pacific (UA&P) has provided me are the property of UA&P. I agree with, and will adhere to all of the policies, guidelines, and regulations regarding their use. I understand that I am financially responsible for any damage to or loss of the computing device and accessories because of negligence or of violation of these policies, guidelines, and regulations.
- In case of damage or loss I will replace or pay the full cost of replacement of the damaged or lost equipment with equipment of equal value and functionality subject to the approval of UA&P.
- I will not install any additional software or change the configuration of the equipment without prior, written approval.
- I will not allow any other individuals to use the laptop issued to me and/or the related equipment and accessories that have been provided to me by UA&P without my direct supervision.
- I will be personally responsible for the security and care of the device and its contents while in my custody and will exercise due prudence in its handling and use and accept liability for any damage and/or security breaches.
- I agree to return the mobile computer and accessories in my possession immediately upon termination or in the alternative; UA&P may withhold the replacement cost of the laptop/accessories from my last paycheck.
- I will report damage or suspected problems immediately to UA&P technical support.
- I understand that a violation of the terms and conditions set out in the policy will result in the restriction and/or termination of my use of UA&P computers and accessories, the university network and network services, and may result in further discipline up to and including termination of employment and/or other legal action.