Information Technology Services
ITCS administers local UCOP mobile device practices including model, plan, option and accessory offerings; purchase, configuration and billing; tracking, monitoring and auditing. UCOP owned mobile devices are not intended to be perceived as a symbol of, or a testament to, the prominence or value of its employees but are provided foremost as a specialty tool for prudent and essential business use to a limited number of UCOP personnel meeting stringent eligibility criteria. UCOP also allows personally owned smartphones to connect to UCOP email, calendar, and contacts for business purposes provided UCOP security standards are adopted.
UCOP mobile device practices augment the UC systemwide BFB-G-46 Policy: Guidelines for the Purchase and Use of Cellular Phones and Other Portable Elecronic Resources and specify more stringent practices applicable to UCOP personnel. University funds shall only be used to purchase mobile devices, accessories, service options or rate plans for UCOP personnel as permitted by these practices.
UCOP personnel must not use or store University restricted information on personally owned mobile devices. If you receive restricted information on a personally owned device, delete it immediately. UC policy, IS-3, Electronic Information Security, provides a definition of restricted information. Examples include Social Security numbers, ethnicity, date of birth, and financial information, such as credit card number or bank account number.
Device & accessory offerings
Purchased mobile devices will be limited to select, low-cost, standard-issue models (not latest models). ITCS Telecommunications Services will select the UCOP portfolio of standard-issue mobile device and accessory offerings, and manage the purchase thereof, based on the following criteria.
- $0-$99 NASPO contract price cap for standard-issue smartphones; $300-$400 price cap for standard-issue Wi-Fi tablets.
- Minimal memory capacity; small to standard screen sizes; two color choices (typically Silver or Space Gray).
- MiFi devices and tablets with data plans are discontinued. Tablets are limited to Wi-Fi only models and capabilities. Use of Wi-Fi and smartphone hotspot are viable alternatives when necessitated. Exception cases would be substantiated through the formal exception process.
- Standard-issue accessory bundle consisting of select low-cost case, screen protector (smartphone only), optional keyboard (tablet only) and optional car charger.
- UCOP will not purchase or support extraneous mobile devices such as wearables, vehicle Wi-Fi devices, signal-boosters, etc.
Replacement of mobile devices will only be done at end of life, not end of contract term. Functioning devices will be redeployed in lieu of new purchases whenever possible.
- Replaced in the event of theft, loss, a malfunction for which there is no viable remedy or as may become necessary to adopt any business-essential advancements in technology. Replacement due to loss or damages resulting from carelessness or mishandling to be evaluated on a case-by-case basis.
- Mobile devices will not automatically qualify for replacement after a prescribed period.
- In lieu of new purchases, previously deployed and still functional mobile devices, less than 2-years old, will be used whenever possible to replace relatively comparable units necessitating replacement.
Stringent eligibility criteria must be substantiated for devices, global plans/calling and hotspot options based primarily on well-defined and extensive business travel or vital communication needs.
- Eligible for a Mobile Device when travel to outlying cities is an essential business requirement of a position and takes place on at least 25% of business days per annum. Would exclude travel to locales near an employee’s primary office site, telecommuting/working-from-home or when only occurring for a marginal portion of the business day.
- Eligible for a Mobile Device when communications is an essential business requirement and prescribed role of a position; to provide time-sensitive, expert and business-essential response or awareness in imperative circumstances; on a persistent basis; off-hours or when apart from office-based communications. Example: Emergency response and crucial systems/services support designates.
- Additionally the employee should not already have a UCOP owned laptop or other mobile device that would reasonably accommodate the otherwise met eligibility criteria.
- Additionally the employee should have a personal mobile device for personal use such that a UCOP owned mobile device will not become a recourse for personal use.
- Where hotspot activation is an extra-cost option on a prescribed rate plan for an otherwise eligible mobile device, its inclusion would be substantiated through the formal exception process. The hotspot option is to be used prudently for essential University business only.
- UCOP owned mobile devices should not be used for personal travel especially outside the US. Short-term global rate plans added to UCOP owned mobile devices while traveling on business outside the US should be requested only when the use of UCOP owned mobile devices during such travel is absolutely necessary for essential business purposes. Use of a UCOP owned mobile devices while traveling on business outside the US without the addition of an approved short-term global rate plan is not allowed. Division leadership, or Chief of Staff delegate, concurrence is required.
Standard rate plans, prescribed for UCOP owned mobile devices that require them, are sufficient to cost effectively accommodate most prudent and essential business usage – UCOP owned mobile devices are not for primary personal use. Rate plan utilization will be monitored and any usage that exceeds the voice, text or data allotments of the prescribed rate plan or incurs any noticeable cost overages will prompt a review to determine if usage or rate plan changes are warranted. Requests for rate plans with increased voice, text or data allotment would be substantiated through the formal exception process.
Transfer of Liability
UCOP will not transfer liability (ownership) of devices, plans or phone numbers from employee personal responsibility to the University or from the University to separating or transferring employees.
A rigorous formal exception process will be used to thoroughly assess and substantiate non-standard needs. The process will entail:
- Submission of a business case/justification, financial and impact analyses.
- Division Leader, or Chief of Staff delegate, endorsement/sponsorship.
- ITCS initial assessment and recommendations.
- Executive Director of UCOP Operations final determination.
A Mobile Device Management/Enterprise Mobility Management solution will be used to manage device inventory, configuration and plan utilization.
- Track device inventory, settings and rate plan utilization.
- Configure mobile devices and applications for enterprise deployment and use, manage updates, and assist with device upgrade and retirement.
- Mitigate data loss, theft, employee termination or other incidents with controls for data encryption, data access rights, shared devices, application wrapping and containment, and device lockdown.
- Troubleshoot mobile device problems through inventory, analytics and remote actions.
Ongoing auditing will be performed to:
- Validate individual eligibility.
- Optimize rate plans and utilization.
- Identify usage anomalies.
How to Order
Use the Service Hub to request a UCOP owned mobile device.
The cost of standard-issue mobile devices, accessories, service options and prescribed rate plans is covered by the recurring departmental IT utilities fee. Requesting departments may be required to cover costs associated with exceptions and replacements due to loss or damages resulting from carelessness or mishandling.