Topics
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Device Disposal & Data Security
Roles & Responsibilities
Tablets & MiFi Devices
UC ANR Policy & Procedure Manual (PPM) Section 294
Do's and Don'ts
Device Disposal & Data Security
E-Waste
All devices that store information, such as hard drives in laptops, desktops, servers, tablets, and phones, need to be securely shredded and destroyed before the device can be e-wasted. IT will take care of this process for any UC ANR units. Either:
UC ANR IT Department's Resource on Security
Click here for IT's regularly-updated best practices for data security and disposing of old, unused, and broken devices.
Roles & Responsibilities
Unit Director
- Purchase approvals
- Receive device upon employee separation from UC ANR
Employee
- Submit Cellular & Other Portable Electronic Devices Agreement Form
- Cellular & Other Portable Electronic Devices Eligibility Form
- Submit if not Academic Staff nor in Community Education Specialist (CES) role
- Submit if not Academic Staff nor in Community Education Specialist (CES) role
- Note: a BOC P-Card must be used to purchase cellular phones & other portable electronic devices
- Reach out to the BOC Business Partner Team assigned to your county or unit and BOC will make the purchase on your behalf
Account Manager
- Review and monitor purchases
- Ensure appropriateness of transactions and availability of funds
Business Operations Center (BOC)
- Review and monitor transaction eligibility, appropriateness, and fund availability
- Maintain UC ANR Employee Agreement Forms
Office of Contracts & Grants (OGC)
- Ensure budget and/or sponsor approval if purchase is made using extramural funds
UC ANR Information Technology (IT)
Tablets & MiFi Devices
Cell Phones: Only cell phones one model lower than the most recent version in the retail market can be purchased without a special justification. Purchasing the most recent version of smart phone is not allowed. Contact your assigned Business Partner Team for the purchase.
Tablet: Mobile device with internet connect connectivity and other features similar to those on a smart phone. They are not tablet-like personal computers with full desktop operating systems. For UC ANR's purposes, tablets do not include telephone services (UC ANR PPM 294 Appendix III - pg. 2).
For tablet security, iPads and Android Tablets will just need the mobile version of Malwarebytes. However, other tablets, like a Surface, do need to be imaged by IT.
Contact UC ANR IT through the UC ANR Portal to purchase laptops and desktops.
MiFi: Devices that create local Wi-Fi networks with a carrier's wireless telephone network. BOC recommends that UC ANR units renting credit card machines have a MiFi device on hand in case of inadequate network connection at the sale location.
Contact IT through the UC ANR Portal to borrow a MiFi device.
UC ANR Policy and Procedure Manual (PPM) Section 294
UC ANR PPM Section 294 covers policies, procedures, and best practices for purchasing cell phones and other portable electronic devices. It serves as UC ANR's implementation of the University of California Office of the President (UCOP)'s Policy G-46 on Cellular Phones and Other Portable Electronic Resources.
Cell service providers, required forms, and best practices
See UC ANR PPM 294 Appendix III – Best Practices Supplement
Exceptional approvals
Preliminary review needs to go to Vice Provost County Cooperative Extension, Vice Provost SI & SW Programs, or Vice Provost Academic Personnel & Development for business purpose review. If approved, it will go to the Chief Information Officer for review. If approved, it will go to AVP for Research and Cooperative Extension for final approval.
Approved cell service providers: Section C.
UC ANR Verizon account or UC Davis system-wide AT&T account
- Forms required: Sections I. and J.
- Cellular & Other Portable Electronic Devices
Agreement (all employees)
Eligibility (all employees except Advisors, Academic Coordinators, and Community Education Specialists - see policy for more information)
Lost or Stolen Device (UC ANR PPM 294 Appendix III Sections D and M) Visit UC ANR's Privacy & Information Security webpage for steps to take in the case of a lost or stolen device.
Do:
- Fill out the Cellular & Other Portable Electronic Devices Agreement Form
- Get purchase approval from your Unit Director
- If you do not have an Academic title and you are not a Community Education Specialist:
- Fill out the Cellular & Other Portable Electronic Devices Eligibility Form; you will need a special business purpose for the purchase (e.g., your role requires you to be on-call as part of your contract)
- Go to Aggie Enterprise first to make the purchase
- Return device to Unit Director upon separation from UC ANR
- Use device only for business purposes
- The business purpose for this purchase prevents the phone and cellular plan from counting as imputed income on your taxes!
Do not:
- Purchase newest smart phone model without a legitimate business purpose and approval from Senior Leadership
- Purchase smart phone just for camera
- Contact UC ANR Strategic Communications for advice on cameras - Give device to a friend/family member upon separation from UC ANR. Return device to your Unit Director.
- Sign up for a plan with an unapproved Vendor
- UC ANR has discounted rate contracts with Verizon and AT&T
Use work phone for personal calls (unless it's an emergency)