Corporate Mobile Devices

1. Introduction and Purpose 

Mobile technologies are essential tools that allow for more efficient operations and promote productivity for Loyalist College employees. To ensure the effective use of college resources, standardization and guidance for all college-owned devices is necessary.

The purpose of this policy is to establish and provide guidelines for college employees who require mobile equipment for conducting college business. This policy directs the acquisition and management of devices, acceptable use parameters, and invoicing instructions.

2. Application 

This policy applies to college employees requesting, authorizing, and using college-owned mobile equipment in the course of their duties for the college. This policy also applies to employees, students, volunteers, consultants, board members, or other members of the college community who have been granted use or temporary use of college-owned mobile devices.

3. Definitions  

• Information Technology Services (ITS). The range of activities involving the use of information technology to support, manage, and improve the operations of the college.
• Mobile Device. A piece of portable electronic equipment that can connect to the internet, such as a laptop, smartphone, tablet, or other wireless device.
• Mobile Device Management System. The college’s security and administration system that enables the college to monitor, manage, and secure mobile devices such as smartphones, tablets, and laptops.
• TOPdesk. The software system used by the Loyalist College ITS Department for tracking requests related to information technology approvals, service, support, upgrades, etc.
• User. Any college community member authorized to have access to certain designated information technology resources.

4. Policy

Loyalist College will provide mobile devices to employees who require such a device to properly conduct college business. College employees provided with a mobile device are responsible for ensuring the appropriate use of the device and the security, safekeeping, and return of the device as outlined within this policy.

Information technology equipment acquired through the college is the property of the college. Use of any college-provided device or digital service implies a user has read both this policy and ITS 101 Acceptable Use of Information Technology and unconditionally agrees to abide by all aspects of these policies. The college reserves the right to make information technology services changes in response to security or mobile application concerns as is necessary.

The Information Technology Services (ITS) Department is responsible for the organization of all information technology (IT) equipment and all mobile communications devices, accessories, and the administration of available features on these devices.

5. Acceptable Use of College-owned Devices

• 5.1 Security and Safety Issues for Mobile Device Users
  • It is the cellular equipment user’s responsibility to use caution in the general transmission of text, email, or voice data across public providers, as these may not be secure. The user should exercise discretion in relaying confidential information with a mobile device to ensure compliance with ADMIN 128 Access to Information and Protection of Privacy and the Freedom of Information and Protection of Privacy Act.
  • All new college mobile devices will be added to the Loyalist mobile device management system to ensure data security. All existing equipment will be added to the mobile device management system at time of the next hardware upgrade.
  • Employees whose responsibilities include regular or occasional driving and who are issued mobile devices will refrain from using them while driving in accordance with OHS 026 Motor Vehicle Safety Policy.
• 5.2 Bring your Own Device (BYOD)
  • Employees are permitted to bring their own device. However, the ITS Department does not guarantee all resources will be available with such devices. Access to IT resources will be dependent on the device being secure and in compliance with the college’s IT standards. Employees who choose this option are solely responsible for ensuring the suitability of any personal device. BYOD devices are not permitted to access resources on the internal corporate network, or those marked with an elevated sensitive level.
• 5.3 Personal Use
  • While equipment and services paid for by the college are reserved for college-related business purposes, personal use is also permitted, within reason, in accordance with ITS 101 Acceptable Use of Information Technology. There can be no guarantee that personal communications will remain private or confidential in the event of a workplace investigation.
  • Users who incur cellular device charges outside of the corporate plan for personal use must reimburse the college through the Finance Department.

6. Authorization of Devices

Loyalist College will procure cellular devices or fund the service plan of approved, personally owned cellular devices for employee use in the course of their duties in compliance with FIN 200 Procurement.

• 6.1 Mobile Device Authorization Process
  • Mobile device requests are completed through the TOPdesk portal. A user may choose a preferred type of device from the selection of college standard hardware options within the TOPdesk request process.
  • All requests for mobile devices must be approved by a College Executive Team (CET) member. Approvals are sent automatically and completed electronically through the TOPdesk request process.
• 6.2 Cellular Equipment Approval
  • Cellular equipment should not be used when a less costly alternative, such as a landline telephone, is convenient, would meet the employee’s needs, and is readily available.
  • The use of cellular/wireless equipment paid for by the college may be approved under the following circumstances:
    • The job function of the employee requires that they regularly communicate with other college employees or conduct college business while away from a college location.
    • The employee is involved in institutional, time sensitive decision making that includes involvement in critical decisions with widespread impact for the college.
    • The job function of the employee requires them to be accessible outside of scheduled or normal working hours.
    • The employee supports, or is responsible for programs, services, or systems that necessitate frequent and immediate communication throughout the day or after-hours.
    • The employee is a key staff member needed in the event of an emergency.
    • There is a business need for the employee to return calls immediately.
• 6.3 Porting (transferring) a Personal Phone Number
  • New users will be assigned a phone number provided by the college. Porting in, or transferring, a personal phone number to a college owned device must be requested and approved by a member of the College Executive Team (CET) through TOPdesk. If approved, the college will become the owner of this phone number, and the user acknowledges that they may not be able to retain the number should they leave the college.
  • If an employee leaving the college wishes to take ownership of their assigned phone number, they must request approval to do so when the notice to leave is given. In the event that the college approves the transfer, the employee will have 10 business days from when they are informed of approval to complete the port out process with the ITS Department. Should the employee not complete the process within 10 business days, the college may cancel the line and the employee will lose the assigned number.
• 6.4 Approval of Other Mobile Devices
  • The college will procure other mobile devices (laptops, tablets, etc.) for approved employee use in the course of their duties. Personal devices will not be funded or reimbursed.
  • Requests for new hardware must be submitted through TOPdesk to ensure the correct approval level is met for the device. Requests for higher end processing laptops or equipment outside of the standard equipment allotment must include a demonstrated business need for approval consideration.  
• 6.5 Device Mobile Application Approval
  • Loyalist College reserves the right to restrict access to certain applications on college owned devices. Only approved applications from the company portal may be installed.
  • To request an app, including applications purchased for academic use on college owned mobile devices, a user should submit a ticket through TOPdesk for approval. Applications purchased outside of this process (examples: corporate credit card, personal purchases) will not be added to the company portal.

7. Device Upgrades

• 7.1 Cellular Device Upgrades
  • Any upgrades to a mobile device must be at a manager’s discretion and only in instances where upgraded functionalities can be demonstrated as required by the user. Approved college cellular device users may be eligible for an upgrade at the end of their device’s term expiration. When required, upgrade requests can be submitted to the ITS Department using the TOPdesk portal. An upgrade renews the term of the corporate agreement for the employee’s current cellular number.
• 7.2 Upgrades for Other Devices
  • Other mobile devices are eligible for upgrades in cycles and are subject to a refresh process. No TOPdesk request is required; this process is managed and processed through the ITS Department and prioritization is based on the available college budget each year.

8. Lost, Stolen, or Damaged Equipment

Any equipment that is lost or stolen must be immediately reported to the ITS Department and the employee’s supervisor.  

It is the employee’s responsibility to care for equipment owned by the college in a safe and proper manner. Damaged equipment must be taken to the ITS Department for evaluation in determining the next steps for repair or replacement. If the employee has failed to maintain the college’s equipment in a responsible manner, the employee may be responsible for the cost of any repair or replacement.

9. Returning a Device

When returning a mobile device, the user must ensure they have removed their data and/or reset the device. Users must also ensure that any passwords or device locks have been removed so that the device can be redeployed to another user or disposed of properly.

If an employee changes positions and no longer requires their device, or their employment with the college has been terminated, the assigned equipment and all associated accessories must be returned to the ITS Department for system preparation for reuse. The ITS Department will deactivate or transfer the equipment to a new user.

If a college owned device is returned locked and the employee is unable or unwilling to release the device, the college may deduct the cost of the device from the employee’s final pay cheque. If a college owned device is not returned, Loyalist will remotely lock and/or wipe all data from the device.

10. Billing and Invoicing for Cellular Devices

• The Accounts Payable Department processes all college-approved hardware, cellular device, and data service bills each month. All associated charges by cellular device number will be charged to each individual employee’s department.
• Should a cellular device line be cancelled or ported out while under a corporate plan agreement, the early cancellation fee will be assigned to the employee’s department.
• In accordance with the Broader Public Sector Accountability Act, any charges in addition to device use for college business will not be processed and will be at the employee’s expense. These charges may include extra fees incurred by the employee, such as roaming fees that have not been approved or undertaken for the purposes of college business.
• Employees travelling outside of Canada on business should contact the ITS Department to establish an appropriate roaming package to avoid expensive roaming costs for cellular and data services, as per FIN 504 Business Expense Reimbursement, Travel and Hospitality.

11. Related Documents

• ADMIN 128 Access to Information and Protection of Privacy
• ITS 101 Acceptable Use of Information Technology Policy
• FIN 200 Procurement
• FIN 504 Business Expense Reimbursement, Travel and Hospitality
• FIN 507 Delegation of Financial Authority

12. References 

• Broader Public Sector Accountability Act
• Freedom of Information and Protection of Privacy Act