ICA Cellular Device Policy (ICA–CEL

Approval and adoption and revision
Approved by the Information Technology Manager on March 20, 2023.
Purpose
This document will describe the policies regarding the distribution and use of cellular devices by Intercollegiate Athletics (ICA) employees.
Scope
This policy applies to all cellular devices owned, operated or managed by Intercollegiate Athletics.
Policy
1. Device Deployment
  1. An ICA employee must receive approval from the appropriate Management Team representative or Sport Administrator to receive a cellular device. The approval must be forwarded to the IT department before a cellular device can be issued.
  2. ICA will provide employees with an AT&T issued cellular device as per our agreement with AT&T. Employees who wish to choose a phone beyond the offered models (higher memory, larger screen size, different manufacturer) must receive approval from the appropriate Management Team representative or Sport Administrator, as the costs increases significantly with these additions.
  3. All Athletics-issued Apple devices will be managed by the Penn State JAMF service.
    1. Devices will be required to adhere to best practices for security purposes.
    2. Devices will have preinstalled software and settings that Athletics IT and Penn State deem necessary for operation.
  4. Android mobile devices currently are not managed centrally by an MDM.
2. Billing
  1. Monthly service charges will be directly billed to the ICA finance office and paid by individual department budgets. App purchases are not included in the monthly service charges and are billed directly to the employee.
  2. ICA issued devices will be upgraded at no cost to the employee but to the department, no less than the renewal date of the individual phone contract. Employees will be notified by the IT department when their upgrade is due. The old phone must be returned to the IT department within a week of the receipt of upgrade. The security code, pin and all cloud-based logins must also be removed upon return of the phone.
  3. A base-model protective case can be purchased with the device. The cost of the case will be directly billed to the department.
  4. All accessories, other than the department issued case, will be the financial responsibility of the individual user and are not to be paid for using purchasing cards or directly billed to the account. This includes car chargers, Bluetooth devices, charging cases etc.
3. Ownership & Data
  1. A device purchased by ICA is ICA property. The device must be turned in to IT or HR on the last day of employment or immediately upon request.
  2. Due to litigation holds in place for Athletics, data must be preserved at all times including when the phone is returned to HR or the IT department. The device must not be reset prior to returning the device to IT. The security code, pin and cloud-based logins must also be removed upon return of the phone.
  3. The use of a cell phone by an employee is for the benefit of the University, rather than the convenience of the employee.
4. Compliance
  1. To comply with all Penn State and NCAA regulations, certain staff positions may be required to utilize an Athletics-issued cell phone.
  2. To comply with all Penn State and NCAA regulations, usage logs from cell phones may be passed on to Penn State and Athletics Compliance departments on a monthly basis.
5. This policy is subject to change by ICA at any time.

5.0 Cross References
Other Policies in this Manual should also be referenced, especially the following:

FN21 Non-Office Telecommunications Services (Formerly BS19)