Wireless Device Policies

All Contracted and Individual-liable cell phones and wireless devices at York

Definitions
for Wireless Devices

 Contract
Based Smart-phones and Wireless Devices

Contract based smart-phones or any wireless
devices which the college has under contract and incur cost for services such
as wireless access for cell phones, data plans and texting capabilities.  These devices can access the internet and can
be on the York College network. Contract based wireless
devices purchased with encumbered funds directly or associated with York
College are considered property of York College and are to
be used for York College business only. All employees who acquire a contract
based wireless device will automatically have that device configure with all York security
restrictions and IT auto-destruct/data-wiping protocols.

Individually
Acquired Smart-phones and Wireless Devices

These are smart-phones or any wireless devices
that the employee purchased outright with data plans for personal use. Any
employee needing to connect their individually acquired device to the York Wi-Fi
is subject to policies that may limit certain features on the device.

  Individual-liable
Smart-phones and Wireless Devices

 These are smart-phones or any wireless devices
that the employee purchased outright with a data plan for personal use but
would like to configure the device to serve “double-duty” for their business
email and network access. Any employee who is using their wireless device in
“double-duty” mode must comply with IT auto-destruct/data-wiping protocols and
security restrictions.

Request
for smart-phones and wireless devices

Smart-phones and wireless devices requiring
data plans and under contract by York
are currently only available to qualified approved department heads and chairs.
These are personnel whose responsibilities and activities on and off campus
require mobile communications availability and connectivity at all times. Email
communications and access to desktop phones are available to most York employees and is the
ideal method for communicating while on campus.

Policies
governing the use and configuration of Wireless Devices at York College

The following are policies for all
Smart-phones and wireless devices and are enforced by York College:

1.
All Wireless Devices: All users must have senior management approval for
acquiring and maintaining any wireless device purchased by York College.
Also, any type of wireless device that makes use of York College
networks or support resources must also be approved by management. (See Approval,
Certification Policy and list of supported devices at end of this
document) The approval process takes into consideration the requirements for
responsibilities that may require this type of business related device with no
exceptions.

2.
Service Plans : Currently the college has volume discount plans with
three carriers: Sprint, Verizon and AT & T. Cost for these plans are fixed.
No provisions under the Telecom budget are made for damaged equipment, upgrades
or accessories. In order to control cost, IT enforces policies that limit data
plan options based on the service plans. For details on these limits see Service
Plans.

3.
Lost or Damaged Wireless Devices : The replacement cost of lost or
damaged wireless devices will be paid by the employee responsible for that equipment
plus a $50 administrative fee. As stated previously there are no provisions
under the Telecom budget made for damaged equipment, upgrades or accessories.

4.
Upgrades : Since no provisions under the Telecom budget are made for
wireless device upgrades only under exceptional circumstances and only if
approved by a senior manager and then by the CFO and CIO and all cost covered
by a source fund other then telecom can an upgrade be made. 

5.
Exceptions :  No exceptions unless
the cost for the fees will be allocated from a funding source other then
Telecom.

6.  Unstandard Unsupported Devices : Any devices not
on the list of supported devices will not be authorized for purchased by IT in the normal
cycle of wireless device acquisition period. IT will support department or
employee acquired wireless devices on a best effort basis and apply whatever
security controls are needed in order to maintain compliance with all security
protocols.

7.
Standard Apps: All Wireless devices come from the factory with standard
applications. IT may or may not be familiar with these standard set of
applications due to the constant changing development that occur with wireless
devices in general.  Support for these
standard applications is on a best effort basis. In most cases you may be
directed to interact directly with the vendor’s website for information and
help. IT supports synchronization between the Inbox, Calendar, Contacts and
Tasks. Our Service Desk personnel will be able to support you with
these. Third party applications are not supported nor are contract based York wireless device users encouraged to change the
default configuration of the York
owned devices. If the devices fails to work due to changes made, IT will only
roll back in order to restore the supported configuration.

It
should be understood that wireless access to email is a convenience. 
While the forwarding of e-mail messages to the wireless devices is supported
for devices on the supported lists, the communication between our electronic
mail system and the vendor’s wireless network (Blackberry or AT&T or Sprint)
via the Internet can be unreliable.  Therefore individuals should expect
periods of delays in messages being transferred from a mailbox to the wireless
device and in some cases, messages not being transferred at all. This is the
nature of wireless networks and is beyond our control.

8.
Non-Standard Apps: – Most Wireless devices have options on them to
purchase or subscribe to applications and resources that incur additional cost.
Since the York issued Wireless device is to be
used for York
business only and the cost incurred to support the device is funded by an
encumbered allocation any additional resources requested for the wireless
device has to be approved by management and funded by the requesting party. The
Non-Standard application will not be supported and any cost incurred from
restoring services for problematic client initiated downloads is the
responsibility of the employee.

9.
Security : - All faculty and staff using wireless devices that are
connecting to and synchronizing with York
College systems are
required to have security enabled on their devices. Removal or failure to use
the security measures as installed by the IT department is strictly prohibited
and is subject to the device to be removed from York College
systems.

10. Beta
applications : Beta applications are considered to be applications that
either have been developed in-house and installed on a select group of Device’s
for testing or third party application that are being evaluated for possible
purchase at York College. If you have been selected for testing please
keep in mind that the Service Desk doesn’t support or provide resolutions for
problems regarding Beta Applications.

The Service
Desk will however field calls and direct them to the Information Technology
Group that is sponsoring that Application. When the Beta Application enters
into a phase of testing that includes fielding calls for reporting of problems,
only at that time will the Service Desk field the calls strictly for
documenting issues that will be reported back to the Information Technology
Group that is sponsoring the Beta Application. When the testing phase is
completed and a determination has been rendered regarding the Beta Application,
the Service Desk role will revert to actively supporting the new application.

Please be
aware that running a beta application may effect other supported applications.
All conflicts with supported application will not be supported and will be
referred to the sponsoring group.

Approval and
Certification process for contract based wireless devices

Formal
request for contract based wireless devices such as Blackberries, IPhones, and
Cell phones must come from senior management in order for IT and Purchasing to
process the acquisition of such devices.

Currently
you can submit a request for a contract based wireless device by using the
YConnect Self Service Portal and making a request from IT using the drop down
menu option for Telecom Services and filling in the description field with your
request. Please be aware that requesting contract based wireless devices is not
automatically guaranteed even with approval. These devices are subject to
availability by vendors York
College has no control
over. Since the devices are contract based we do not keep an inventory of
unused devices. Also, business cycles and funding may dictate how and when
these devices can be acquired.

Your
request will generate an email for the request and that email will be directed
to upper management for approval.

Warranty and
Replacement services:

Warranty
and replacement services will be handled by IT. Report all issues or inquires
regarding your Individual-liable or York
contract based wireless devices directly to our Service Desk at Ext. 5300. We
will not support personal devices and will encourage users with personal
devices to get support from the manufacture or vendor from which the device was
obtained. Damage to devices that need replacement are not covered. Review
section 3 for details on lost or damaged devices. IT will attempt to provide
loaner and temporary devices on an availability state only.

Approval
Certification Policy

Requests
for wireless devices such as cell phones or blackberries for any employees must
come from their immediate manager and must be presented with a business
justification that is approved by the Department Head responsible for that
division. 

Devices on the
approved list:

The
following devices have been approved for request and for accessing York College
data networks and email:

BlackBerry
IPhone
IPad
Android

Service Plans

The
follow are the data plans for all supported devices. Please keep in mind that
plans vary depending on requirements which are solely base on business needs.

Verizon
America’s Choice
AT&T
America’s Choice
Sprint
Nextel Wireless

Service & Support

When
problems occur with a York supported wireless device, all the normal flow of
support will be provided via the York IT Service Desk. If the Service Desk
cannot resolve the issues, work orders will be generated for PC Support or
Telecom involvement.  If the unit has to be returned for repair, the unit
and the work order will be forwarded to our Inventory admin at the Service Desk
for processing.  

If the damage
is outside of the supported coverage for free repair, we will incur a charge
for repair. An administrative fee and cost to cover the repair will be charged
to the employee.

Please check
the section on upgrades for information regarding request for changing devices.

How our billing works for contracted devices

All wireless
devices under contract with a data plan are billed monthly by the covered
vendor. Those bills are reviewed and signed off on by IT. Overages are checked
for and turned over to Purchasing for follow up processing for payment with the
employee.

How are overages and abuse managed?

All wireless
devices under contract with a data plan are subject to monthly reviews in order
to insure proper billing for each device on the plan. Any employee going over
minutes are flag and turned over to the Purchasing department for follow up
processing for payment from the employee for the overage. Details on what needs
to happen next will be sent to the employee by the Purchasing department.

Deactivating or Returning wireless devices

The Service
Desk should be called at ext. 5300 for any returns or deactivation.

Traveling Abroad

Any York
employee with a York contracted wireless device that needs use of the device
while traveling abroad on York official business or needs to monitor York mail
while away must provide two weeks’ notice to our Service Desk. This will allow
time for the resetting of the device for international service in order to
reduce roaming charges. Failure to properly notify us will result in additional
cost which will be the responsibility of the employee and administrative fees
may also apply.

Report Lost or Stolen Devices

If your York
contracted wireless device or your Individual-liable wireless device with a
configured York account is lost or stolen you must report this immediately to
York Information Technology department. During normal business hours please
contact the Service Desk at 718-262-5300 or open a YConnect Self Service ticket
by accessing YConnect via the York website at https://www.york.cuny.edu/it/service-delivery-unit/yconnect/yconnect-portal-intranet
or simply type YConnect while on campus or VPN in and then look for YConnect
link.

We will
immediately disconnect service and in most circumstance remote wipe the device
to protect against data thief.

Reference CUNY Central security policies that
are related to the ones we state here at:

http://www.cuny.edu/about/administration/offices/CIS/security.html