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Mobile Communication Devices

710.500 MOBILE COMMUNICATION DEVICES POLICY

Mobile computing devices are standard equipment in today’s computing environments. However, the portability offered by these devices increases the risk that information stored or transmitted from them will be exposed. Wenatchee Valley College (WVC) allows personal mobile devices to be used for business purposes as long as those devices adhere to the guidelines as stated below.

A. PURPOSE

The purpose of this policy is to establish best practices, procedures and protocols for the safe, secure and responsible use of mobile devices on Wenatchee Valley College networks. This policy is necessary to preserve the integrity, availability and confidentiality of Wenatchee Valley College data and its associated communications networks. This policy addresses privacy, records retention, and stewardship of confidential state information by enhancing security and establishing employee responsibility and accountability in the use of mobile devices to access, transmit college data.

B. GENERAL

All communications records, documents, data, photos, etc. used to conduct college business and made via personally owned devices, are subject to records retention requirements and public disclosure requests. The owner of a personal device may be required to surrender their device, including personal and business-related information, if it falls within scope of a Freedom of Information Act request (FOIA) or other types of litigation holds.

C. SCOPE

This policy applies to all mobile devices that connect to any Wenatchee Valley College data networks and related services to conduct legitimate business activities.

  1. College Owned: This policy applies to all staff, faculty and students who operate a Wenatchee Valley College owned mobile device that communicates with Wenatchee Valley College data networks, downloads, stores data from Wenatchee Valley College data storage systems and services.
  2. Personally Owned: This policy applies to Wenatchee Valley College staff, faculty, students and 3rd parties who utilize personal devices that hold/transmit Wenatchee Valley College data.

D. EXEMPTIONS

There are no exemptions to this policy unless for valid business reasons.

  1. Exemptions approvals requirements:
    1. Exemption approvals require authorization by the WVC President, Vice President, Deans or department designee.
    2. Exemptions are documented, reviewed at least annually for validity and relevancy.

E. ENFORCEMENT

Staff members found in policy violation may be subject to blacklisting of their personal devices, loss of computing privileges, disciplinary action up to and including termination.

F. DISTRIBUTION

This policy is to be distributed and readily accessible to all Wenatchee Valley College employees, students, contractors, volunteers, etc.

Renamed/revised and approved by the president’s cabinet: 9/16/08, 1/6/09, 2/5/13, 10/18/22
Adopted by the board of trustees: 10/10/01, 11/19/08, 2/18/09, 2/20/13, 11/16/22
Last reviewed: 11/16/22
Policy contact: Technology

Related policies, procedures and related references
1710.500 Mobile Communication Devices Procedure
Public Records Act RCW 42.56
Washington State Office – Chief Information Officer

1710.500 MOBILE COMMUNICATION DEVICES PROCEDURE

District mobile communication devices, and telecommunication contracts and services are managed by the technology department.

Telecommunications and equipment charges are the responsibility of the user’s department. The department may purchase a device and establish procedures for its use by various departmental employees. Such devices will comply with standards set by the WVC Technology Department.

The college may require some employees to have mobile communication devices to perform their job duties. In that case, the employee will receive a stipend based on the market value of such devices and services.

Supervisors will determine if a mobile communication device is required for a particular employee or position. The supervisor will submit a written request to the human resources department explaining the need for the mobile communication device. The request will be reviewed and approved by the president’s cabinet. If approved, the employee, supervisor and appropriate administrator will sign the “Mobile Communication Device Authorization and Agreement” form. The form will be kept in the human resources department.

For approved positions, a stipend will be paid once per month through payroll. Payroll taxes will be withheld if required by law.

Approved by the president’s cabinet: 9/16/08, 1/6/09, 2/5/13
Presented to the board of trustees: 10/15/08, 1/21/09, 2/20/13
Last reviewed: __/__/__
Procedure contact: Technology

Related policies and procedures
710.500 Mobile Communication Device Policy