20.13 - University Communication Devices and Services

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Last updated: December 1, 2020

A. General. Communication is critical to successful operation of the University. The University provides for communication devices and services that are necessary for conducting official University business, operations, research, and academic activities. Methods of communication are at the discretion of the appropriate college, division, or department supervisor subject to current UI communication device and service standards.

B. Scope. This policy applies to all users of communication devices and services, both University and personally owned, used for conducting University business.

C. Definitions.

C-1. Communication Devices. This refers to any type of device used in University communications, both University- or personally owned. These include, but are not limited to, computers; laptops; tablets; phones, including cellular, analog, digital, satellite, etc.; fax machines; two way radios; and pagers.

C-2. Communication Services. These refer to services that facilitate University communications on a communication device. Communication services include, but are not limited to, email services; text messaging; data, network, and Internet access; cellular services; local and long distance telephone services; and web and software applications.

C-3. Personally Owned Communication Devices and Services. These are communication devices and services, owned and contracted by an individual, paid from non-University, personal funds.

C-4. University-owned Communication Devices and Services. These are communication devices and services, purchased and contracted with University funds, owned by the University. (University funds include grant funds and gift funds).

D. Policy.

D-1. All University-owned communication devices and services are to be used exclusively for official University business and no personal use is allowed other than as provided in APM 30.12 B-2.

D-2. All use of communication devices and services for University business, both University- and personally owned, are subject to UI policies and state laws regarding acceptable technology use.

D-3. All data on University-owned communication devices and services belongs to the University. This data is subject to state public records laws, University security policies, and can be removed from the device to protect University data or University technology resources.

D-4. A supervisor may not require an employee to use a personally owned device for University business, other than to be available for emergency communications or routine matters such as scheduling or authentication.

D-5. Use of personally owned devices for performing University business is allowed only when the device meets or exceeds all IT standards for device management and configuration appropriate for the types of data handled, per APM 30.11 and related IT policies and standards. Some types of data may be restricted from use on personally owned devices.

D-6. Any data arising from use of a personally owned device for University business belongs to the University and is subject to state public records laws and University security policies. The University may require the user to produce the personally owned communication device to University officials or make available the personally owned communication service to University officials for purposes of monitoring University data and removal where necessary to protect University data or University technology resources.

D-7. Reimbursements or stipends for University use of personally owned communication devices and services must follow published University-defined processes for justification, documentation, and allowance amounts. See section F herein.

D-8. Employees shall observe safe-driving protocols and applicable state and local laws governing the use of mobile communication devices while driving University-owned vehicles and in using such mobile devices to conduct University business while driving other vehicles.

E. Noncompliance. Noncompliance with this policy may result, depending upon the nature of the noncompliance, in institutional sanctions from the appropriate University disciplinary body.

F. Procedures. Procedures and requirements for requesting a communications stipend are located on the Controller’s Office Accounts Payable web site.

G. Contact Information. Questions regarding this policy may be directed to the Controller’s Office. controller@uidaho.edu.

H. References.

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