Device Management and Support
The term device refers to any item that can connect to the campus network via OVPR-assigned network range or connects to a device that can connect to the campus network via OVPR-assigned network range, irrespective of items cost, who owns the device, or the source of funding used to purchase the device. This includes computers, laptops, tablets, phones, smartboards, monitors, printers, copiers, switches, routers, scientific equipment, servers, IP cameras, storage, and other appropriate types.
OVPR IT must know the location/disposition of all OVPR owned devices:
If a device is taken off-campus, notify IT as soon as possible.
If a device is moved, notify IT as soon as possible.
If possible, create a help desk ticket and ask IT to move the equipment for you.
If the user of a device changes, notify IT as soon as possible.
OVPR IT will validate device location on a regular basis via inventory reviews and our standard support processes. Individual units are only asked to notify OVPR IT of changes as they occur. Notifications should take place via help desk ticket.
OVPR IT must keep all OVPR owned devices up to date and secure.
OVPR IT must set up all desktop/laptop computers according to OVPR IT specifications. Set up typically occurs when the device is received from the vendor. For devices where this did not happen, IT will notify the device user to make an appointment or otherwise make the device available to IT for set up.
All mobile devices/tablets must be evaluated monthly for security issues and patch status. Evaluations are typically handled in a remote, automated fashion. If a device cannot be reached remotely, IT will request that users of these mobile/tablet devices make an appointment or otherwise make the device available to IT for review. Mobile devices that have missed two consecutive checks will be reported to the device user's supervisor. Devices that have missed three or more successive checks will be removed from the UGA network. Further missed device reviews will result in a report to the user's supervisor and a request to permanently turn the device into OVPR IT.
If a device is no longer eligible to receive all applicable updates, it must be removed from the network and surplused. Exceptions can be made to this rule when the device is performing a unique action. Exceptions will be made on a case-by-case basis and must be fully documented.
Users may not have administrative permissions on any device. Requests for exceptions to this rule may be made, via a support ticket, to OVPR IT. These requests are evaluated on a case-by-case basis.
Use of Personally-Owned Devices
This policy applies to Office of Research employees and covers the use of personally-owned desktop and laptop computers running Windows, MacOS, or Linux operating systems only (“Personal Devices”). Other devices, such as phones and tablets and computers with other operating systems, are not covered by this policy.
Office of Research employees working from home as part of an approved remote work arrangement are encouraged to use UGA-issued desktop and laptop computers. These can be requested by submitting an IT Help Desk Ticket.
Office of Research employees may use Personal Devices for approved work from home, but only after first obtaining prior approval from their supervisor and unit director. However, occasional use of personal computers for university work (e.g., night and weekend work, etc.) is allowed without prior approval.
All Office of Research employees using Personal Devices for university work– whether pursuant to an approved work-from-home arrangement or just occasionally – must manage and monitor those Personal Devices to the following minimum standards:
The Personal Device must be running a supported operating system. See Microsoft Lifecycle Policy and macOS status.
The Personal Device must apply all vendor-supplied security patches, including all application and browser software, within a reasonable time frame (generally one month from vendor release but may differ depending upon circumstances). As examples, see the following references:
There will likely be a lot of other software on your personal device. Please follow the software manufacturer's instructions to keep it all up to date.
The Personal Device must have a functioning and up-to-date anti-virus application. Some examples include:
If the Personal Device becomes breached in any way, the employee must notify their supervisor immediately, and the supervisor must notify the Director of the Office of Information Technology in the Office of Research (OoR-IT). If the device was utilized to connect to university resources at any time during the breach, OoR- IT will contact EITS/InfoSec to determine if any other university data or systems were compromised.
The Personal Device must implement some manner of access protection, such as password, passcode, facial recognition, etc.
The Personal Device must never be used to store UGA-sensitive or restricted data. If local storage of these data types is necessary, the employee only may do so on university-provided equipment.
