Mobile Device Use Policy

Application

The policy applies to all UCS staff that has been allocated mobile devices.

Purpose

The purpose of this document is to specify University Campus Suffolk (UCS) policy on the acceptable use of UCS owned or licensed mobile devices. The policy aims to protect the University and its staff by encouraging best practice and by being safe while using mobile devices.

Scope

The policy applies to all staff and associated staff across the Learning Network.
Users of mobile devices provided by other organisations (for example, those provided by the Learning Network colleges) must adhere to local policies and procedures. In the event of any perceived conflict, they should seek advice from their local line managers.

Definition

Mobile devices include mobile phones, smartphone, tablet devices (Ipad’s and androids) that have been purchased and owned by UCS through central or departmental budgets and have been allocated to staff.

Related legislation and associated UCS policies

Other related government legislations and UCS and Janet associated policies are included in the appendix at the end of the policy

Conditions for the use of mobile devices

UCS staff are permitted to use UCS allocated mobile devices for the purposes of work.  They may make limited and reasonable use of these devices for personal use in their own time. They are to return these devices and related accessories to IT department upon leaving employment with UCS.

They are prohibited from making any use of mobile devices, which in the judgment of UCS may adversely impact on the business or reputation of UCS or which may interfere with, or adversely affect other staff/students. 

They must not use mobile devices for any unlawful activity.

They must not use or alter mobile devices to create, transmit, store, download or display any offensive, obscene, indecent, or menacing images, data, or other material. 

They must not use mobile devices to defame, harass, offend, or hinder another person by the creation, transmission, storage, download or display of materials or by other means.

Unless they have express permission to do so from your line manager they may not disclose their password to another person nor access another person’s mobile device.   They may not use mobile devices to create access, store or transmit material in a way that infringes copyright, trade mark, or other intellectual property rights.

Unless they have express permission to do so, they may not enter in to any contracts or commitments in the name of UCS nor arrange for the delivery to UCS of any goods ordered on the Internet.

Policy for calling and receiving phone calls

They should answer UCS related business calls in a timely manner and reply promptly and courteously, with accurate information.

They should manage their phone calls and avoid making / receiving unnecessary long phone calls as this may adversely affect the voice usage allocated by UCS. 

They should present themselves honestly and accurately and remember they are accountable for all activity in their allocated phone number.

They should avoid calling large numbers of people unless agreed with UCS or line manager. 

They should ensure to log out promptly from phone before leaving for holidays or other absences.

Policy for the Use of voicemail

They should check their voicemail in a timely manner and reply promptly and courteously, with accurate information.

They should manage their voicemail box and avoid storing large volumes of voicemail messages. 

They should present themselves honestly and accurately and remember they are accountable for all activity in their account.

They should avoid sending voicemail messages to large numbers of people – only forward messages to those who need to hear them. 

They should avoid sending large voicemails because these may adversely affect the voice usage allocated by UCS. 

They should ensure to log out promptly from voicemail after they have finished, particularly if they are accessing from off-site.

Policy for the Use of E-mail

They should check their UCS e-mail account(s) in a timely manner and reply promptly and courteously, with accurate information.

They should manage their mailbox and avoid storing large volumes of messages as this may adversely affect data storage allocated to them. 

They should present themselves honestly and accurately and remember they are accountable for all activity in their account.

They should avoid sending emails to large numbers of people – only copy messages to those who need to see them. 

They should avoid attaching large documents because these may adversely affect the data usage allocated by UCS. 

They should ensure to log out promptly from a mobile device after they have finished, particularly if they are accessing from off-site.

Policy for the Use of the Internet

They should be cautious about the reliance placed on information sourced through the internet: check the information is from a reliable source and that it is likely to be accurate and up to date.

They should follow the legislation and associated policies included in the appendix at the end of the policy for acceptable use.

Infringements

Failure to observe these obligations may lead to withdrawal of your UCS allocated mobile devices and may result in formal disciplinary action.  Serious breaches of the mobile device use policy or other related legislation and policies included in the appendix could result in dismissal for staff.  In the case of staff employed by other organisations, UCS will notify their employer of any breaches of this policy and will work with that institution to ensure appropriate action is taken.

If, they receive or become the subject of any unwanted or offensive messages by other UCS mobile device users then they should report this to line managers or HR so that appropriate action may be taken.

UCS reserves the right to monitor the use of its mobile devices, including monitoring of electronic and voice communications.  Such monitoring may include, but is not limited to, monitoring the use of different internet sites, and monitoring the volume of usage of e-mail and internet access. Voice monitoring is based on origination / destination number, duration and time of the call for internal and external phone communication. 

The reasons for such monitoring include, but are not limited to, establishing facts, quality control, preventing or detecting crime, and investigating unauthorised use.  This policy represents formal notice that communications may be intercepted for reasons allowed in law. 

UCS will usually confine itself to looking at the address and heading of e-mails, but they are advised to identify clearly personal/private e-mails to avoid misunderstanding.

UCS reserves the right to access staff e-mail accounts if an employee is absent and communications must be checked for business reasons.  Personal/private e-mails will not be accessed where these are clearly identifiable.

If they become aware that others are downloading offensive, obscene, or unlawful material, they should report this to your line manager or tutor so that appropriate action may be taken.  We will treat your disclosure in confidence.

UCS will not support offensive or embarrassing phone calls / voice mail / email / images of its staff or students on internal or other external sites.  Such behavior represents bullying and harassment and may lead to disciplinary action being taken against the person responsible.

If they become aware that they are the subject of offensive or embarrassing phone calls / voice mail / email / images, please tell your line manager or HR.  UCS has a duty to protect as these from unacceptable behavior of this kind, but UCS can only do so if they let UCS know.

Need Help?

The IT Helpdesk team can provide support and advice about using mobile efficiently.  For all queries, email ithelpdesk@ucs.ac.uk or call us on 01473 338222. They can also come and talk to us in the Infozone, on the ground floor of the Waterfront Building, where we can assist with logging on, accessing email, browsing the web and using the printers.

IT Help Desk opening hours:
Monday to Thursday: 08:45 to 17:15
Friday: 08:45 to 16:45

Appendix - Related legislation and associated policies

The UCS is bounded by the UK Legislation on the acceptable use of its ICT facilities.

Computer Misuse Act 1990

“It is a criminal offence to gain unauthorised access to computer material to cause a computer to perform a function with the intent to secure access to any program or data held in a computer.

It is a criminal offence to act with intent to impair or with recklessness as to impairing, operation of computer”. To read the act click here E+W+S+N.I.

UCS and Janet associated policies:

Data Protection Policy and Procedures

“UCS is committed to the principles and guidance given by the Data Protection Act (1998) in relation to the management and processing of personal data. The UCS Data Protection Policy sets out what UCS does in practice to meet its data protection obligations”. To review the policy click here

Data Protection and Data Security guidelines

“Important guidelines for all staff working offsite or from home”. To read the guidelines click here.

Guidance on Data Sharing and Data Security

“This document provides information of our data security systems and processes and gives guidelines on how staff should manage secure data. This document should be read in conjunction with the UCS Data Protection Policy and Procedures and the UCS Guidelines for Use of IT Facilities”. To read the guidelines click here.

Janet Acceptable Use Policy

“Janet is the name given to an electronic communications network and associated electronic  communications  networking  services  and  facilities  that  support  the  requirements  of  the  UK  education and research communities. 

The acceptable use policy merely defines acceptable and unacceptable use of Janet by those who have been provided with access to Janet services under the terms of the Janet Eligibility Policy”. To read the policy click here.

Janet Security Policy

Each Connected Organisation, including those that are User Organisations, must ensure that its actions and those of the users for which it is responsible are safe for themselves and do not present a threat to others”. To read the policy click here.

Janet Eduroam (UK) Policy

“This Policy outlines the requirements placed upon users of eduroam in the UK, the organisations issuing credentials (Home organisations), organisations providing network services (Visited organisations) and the operators of eduroam(UK) to ensure that each of these can be relied upon to play their part in ensuring the Service works effectively and securely. This is essential if the mutual trust required for the Service to function is to be maintained. All users and providers of the Service are required to comply with the Policy on penalty of being barred from the Service”. To read the policy click here