IT Hardware, Software, and Mobile Computing Policy

Include information regarding device use, requirements, licensing, purchasing, security, and compliance

Purpose 

This unified policy establishes standards for the responsible use, procurement, licensing, management, security, and support of all Berry College–owned computers, mobile devices, and software. It ensures consistency, accountability, data protection, and cost‑effective stewardship of institutional technology resources. 

Scope 

This policy applies to all employees, contractors, consultants, temporary staff, student employees, and any personnel who use, manage, or acquire Berry-owned hardware, mobile devices, or software. 

 

1. Device Usage and Management 

1.1 General Computer and Device Use 

• Computers and mobile devices must be used primarily for business purposes. Incidental personal use is permitted if it does not interfere with job responsibilities, system performance, or security. 

• Users must comply with all relevant laws, regulations, and internal policies when using any Berry-owned hardware or software. 

1.2 Device Requirements 

• Berry-owned mobile phones are expected to remain in use for a minimum of three years. 

• Berry-owned computers and tablets are expected to remain in use for a minimum of five years. 

• All Berry computers, tablets, and cell phones are managed to ensure security, compliance, and proper configuration. 

• Devices must be password protected; passwords must not be shared with unauthorized individuals. 

• Users must maintain devices with current updates as delivered by the device management system. 

1.3 Monitoring 

Berry College reserves the right to monitor, access, and review all use of college-owned computer equipment, software, and mobile devices. Users should have no expectation of privacy. 

 

2. Purchasing and Procurement 

2.1 Hardware Procurement 

• All hardware, software, and mobile device purchases must be authorized in advance by the department head or designated authority and must be purchased by OIT Purchasing. To request any computer or software purchases from OIT Purchasing, email oitpurchasing@berry.edu . No computer or mobile device purchases may be made unless approved in advance by OIT Purchasing. 

• Berry College may provide one computer per individual if a computer is required for the job. This can be a desktop computer or a laptop and does not include computers such as lab computers or student work computers.  

• Computers that are part of Berry’s replacement plan will be covered by that plan up to a specified amount when the computer is eligible for replacement.  

• Computers not eligible for replacement, such as those purchased with grants and start-up funds, must be purchased through OIT.  

• Costs above the replacement amount must be covered by departments.  

• Purchasing requests must be submitted in writing and include a clear justification for the equipment, specifications needed and intended business use.  

• The IT department will review and approve requests based on compatibility, security, and cost-effectiveness.  

• Purchases must follow the organization's standard vendor selection and procurement procedures.  

 

2.2 Mobile Device Procurement 

• All mobile device purchases must be authorized in advance by the department head or designated authority and must be purchased by OIT Purchasing. To request any mobile device from OIT Purchasing, email oitpurchasing@berry.edu. No mobile device purchases may be made unless approved in advance by OIT Purchasing. 

• Contact oitpurchasing@berry.edu to request mobile device purchases.  

• Purchase requests must be submitted in writing and include a clear justification for the device and intended business use.  

• Purchases must follow Berry’s standard vendor selection and procurement procedures.  

• All devices will be recorded in OIT’s asset database.   

• All Berry College mobile devices, including phones, are the property of Berry.  

• OIT must be contacted at computing@berry.edu immediately if:  

• A device needs to be reassigned to another employee  

• An employee is ending employment at Berry and wishes to purchase the device  

• Device may only be purchased by the departing employee with supervisor approval.  

• In the above circumstances, devices will be factory reset prior to purchase to ensure no data is accidentally exfiltrated.  

2.3 Software Licensing and Purchasing 

• All purchased software must be properly licensed and approved by OIT to ensure compatibility, security, and compliance. 

• Departments are responsible for the cost of software and hardware exceeding approved replacement-plan amounts. 

 

3. Security, Liability, and Reporting 

3.1 Theft, Loss, or Damage 

• Users are responsible for reporting any theft or loss of Berry owned devices immediately to IT and, when applicable, to campus police.  

• Lost or stolen devices will be remotely erased using device management software. 

• Users may be liable for loss or damage resulting from misuse or negligence. 

• For mobile devices, users must notify OIT at computing@berry.edu if a device needs reassignment or is compromised. 

3.2 Data Protection 

• Sensitive company data must not be stored on mobile devices unless it is encrypted and protected by the device management system. A passcode ensures that mobile devices are encrypted. A strong passcode helps ensure data protection.  

• Data protected by law HIPAA, FERPA, ECOA (Electronic Communication Privacy Act), CFAA (Computer Fraud and Abuse Act), and US Patriot Act.  

3.3 Compliance Requirements 

• Non‑compliance with this policy may result in disciplinary action, loss of access privileges, employment termination, or legal enforcement as appropriate. 

 

4. Standards and Expectations 

• All technology resources must be used responsibly and ethically. 

• Hardware, mobile devices, and software should be used in ways that protect college data, maintain operational efficiency, and support institutional goals. 

• Users must adhere to procurement, licensing, management, and operational guidelines outlined in this policy. 

 

5. Policy Review 

This combined policy will be reviewed annually and updated as needed to maintain relevance, security, and operational effectiveness.