Policy Number: X-3.06(A)
University of Maryland Policy on University Funded Cellular Devices and Service
(Approved by the President effective Amended and approved by the President )
The University of Maryland’s (“the University”) mission is to achieve excellence in teaching, research, scholarship, creative activities, and public service. As the State’s flagship University, and one of the country’s first land grant institutions, the University seeks to educate students and advance knowledge in areas of importance to the State, the nation, and the world, and to be a preeminent national center for research, innovation, and graduate and undergraduate education.
The purpose of this policy is to establish a University of Maryland, College Park policy regarding the purchase, issuance and use of University issued and/or funded devices using data plans such as cellular technology (e.g., Android tablets, iPads, Phones, and wireless mobile hotspots).
University issued and/or funded cellular devices are provided to facilitate the effective and efficient performance of University of Maryland official business. Vice Presidents and Academic Deans are responsible for establishing the appropriate internal procedures to ensure compliance with this policy within their respective areas of responsibility. The Assistant President and Chief of Staff performs these functions for units reporting directly to the President that are not led by a Senior Vice President or Vice President.
III. Policy and Procedures
- Vice Presidents, Academic Deans, and the Assistant President and Chief of Staff or a designee in their office shall approve the purchase and issuance of each cellular device.
- Cellular devices shall be assigned for business purposes only.
- University issued cellular devices are the property of the University.
- The phone number may not be transferred to the employee at the end of the employment with the University.
- Cellular device service plans shall be selected based upon the lowest cost plan that meets the individual business needs of the unit. Service plans should be selected from the established University Master Contracts except when business needs justify the use of an alternate vendor. New contracts must be approved by the relevant Vice President and the Assistant Vice President for Procurement. Service plans are to be evaluated and selected per cellular device to best match the usage patterns associated with employee responsibilities.
- A review of cellular device usage, plans, and continued necessity shall be conducted annually, at minimum. Each Vice President, Academic Dean, and the Assistant President and Chief of Staff shall designate a person within their office to conduct the review. If indicated, changes in service plans and assignment of cellular devices shall be made following this review.
- Personal usage on a University funded cellular device should be restricted to de minimis use. If the cellular device is used for personal use, the employee shall reimburse the University for that use.
- Cellular devices are to be utilized in a responsible and safe manner; conforming to network etiquette, customs, courtesies, safety practices and any or all applicable laws or regulations. Abusive or inappropriate use of University funded cellular devices may result in disciplinary action.
- Cellular devices must be passcode protected and always secured.
- Lost or stolen devices shall be reported to both the University of Maryland Police Department and the Division of Information Technology’s Security Operations Center no later than the next business day after discovery of the loss.
- All University mobile devices are subject to the University of Maryland Policy on Acceptable Use of Information Technology Resources and all Information Technology (IT) policies and standards. IT Policies and Standards can be found at https://it.umd.edu/about-dit/governance/it-policies-standards-guidelines.
- Employees may be held liable for lost, stolen or damaged University-owned cellular device equipment.
- All records related to the purchase, issuance, and use of a University funded cellular device are the property of the University. Records may include voice mails, text messages, photographs, and documents. Such records may be provided to the appropriate officials both within and external to the University as part of investigations. Any provision of these records will be done in a manner consistent with the University’s Acceptable Use and Privacy Policies. Records created in the transaction of university business may be considered public records and therefore, disclosable to the general public.
- Upon separation from the University, employees must return all University issued cellular device equipment no later than the day employment ends with the University. Separating employees are liable for replacement costs of unreturned devices.
- University owned cellular devices must adhere to the DNCA (Designated Non-Capital Assets) procedures. Details for DNCA can be found at https://finance.umd.edu/asset-management/designated-non-capital-assets.