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.

  1. OVPR IT must know the location/disposition of all OVPR owned devices:

    1. If a device is taken off-campus, notify IT as soon as possible.

    2. If a device is moved, notify IT as soon as possible.

    3. If possible, create a help desk ticket and ask IT to move the equipment for you.

    4. If the user of a device changes, notify IT as soon as possible.

    5. 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.

  2. OVPR IT must keep all OVPR owned devices up to date and secure.

    1. 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.

    2. 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.

    3. 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.

    4. Users may not have administrative permissions on any device. Requests for exceptions to this rule may be made, in writing, to OVPR IT. These requests are evaluated on a case-by-case basis.

    5. All devices will be updated remotely by OVPT IT. If a device cannot be accessed remotely, OVPR IT will contact you to rectify the situation. Devices that have not been evaluated for over two months will be reported to the device user's supervisor. Devices that have not been evaluated for three or more months 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.