Mobile and bring your own device (BYOD) policy

Purpose 

This policy outlines the University’s approach to use of mobile devices and ‘bring your own device’ (BYOD) and provides the guiding principles and responsibilities to ensure the University’s mobile and BYOD device objectives are met. 

Scope

This policy is applicable across the University and applies to: 

• all individuals who have access to University information and technologies
• all facilities, technologies and services that are used to process University information
• all information processed, accessed, manipulated, or stored (in any format)by the University pursuant to its operational activities
• internal and external processes used to process University information
• external parties that provide information processing services to the University

The policy will be communicated to users and relevant external parties. 

Objectives 

The University’s objectives for this policy are: 

• Safeguard the University’s information from security threats that could have an adverse effect on its operations or reputation.
• Fulfil the University’s duty of care toward the information with which it has been entrusted.
• Protect the confidentiality, integrity, availability and value of information through the optimal use of controls. 

Policy 

Mobile devices such as smartphones, laptops, and tablets that are not provided by The University are required to meet minimum controls to protect University data.  

At a minimum the following controls must be implemented on any mobile device used to store or access the University’s private or confidential data/information:  

• At least a 4-digit PIN or a passphrase.
• Configuration set to automatically lock device after a period of inactivity. 
• Configuration that allows remote wiping.  
• Encryption enabled that covers stored data/information at rest.

In addition, the mobile device must: 

• only have trusted applications from reputable\official sources installed 
• receive software updates from the manufacturer and other third parties 
• receive software updates for security patches within one week of their release 

Two Factor Authentication 

Personal devices may be used to enable users to utilise Two Factor authentication 

Legal and regulatory obligations  

The University of Dundee has a responsibility to abide by and adhere to all current UK and EU legislation as well as a variety of regulatory and contractual requirements. 

A non-exhaustive summary of the legislation and regulatory obligations that contribute to the form and content of this policy is provided in IT policies - relevant legislation

Related policies will detail other applicable legislative requirements or provide further detail on the obligations arising from the legislation summarised below. 

Responsibilities 

The following bodies and individuals have specific information security responsibilities: 

• The University’s information technology department, UoD-IT, is accountable for the effective implementation of this policy, and supporting information security rules and standards, within The University. 
• The Data, Records and Information Committee (DRIC) has executive responsibility for information security within The University. DRIC has responsibility for overseeing the management of the information security risks to the University's staff and students, its infrastructure and its information. 
• The Assistant Director, UoD-IT (Infrastructure, Security and Research Computing) is responsible for establishing and maintaining The University’s cyber security management framework to ensure the availability, integrity and confidentiality of The University’s information. The Assistant Director will lead on the definition and implementation of the University’s cyber security arrangements and make judgement calls when situations arise that are not covered by the current cyber security management framework. 
• Users are responsible for making informed decisions to protect the information that they process. Users will familiarise themselves with the relevant policies governing the information and systems they access. 

Supporting policies, codes of practice, procedures, and guidelines 

Supporting policies have been developed to strengthen and reinforce this policy statement. These, along with associated codes of practice, procedures and guidelines are published together and are available for viewing on the University of Dundee website.  

All staff, users, and any third parties authorised to access the University’ network or computing facilities are required to familiarise themselves with these supporting documents and to adhere to them in the working environment.  

Compliance and breach of policy  

The University shall conduct cyber security compliance and assurance activities, facilitated by the University’s cyber security staff to ensure cyber security objectives and the requirements of the policy are met. Wilful failure to comply with the policy will be treated extremely seriously by the University and may result in enforcement action on a group and/or an individual. If you have any questions or concerns about this policy please discuss them with your line manager.  

9. Review and development 

This policy, and supporting documentation, shall be reviewed and updated annually or more frequently when best practice or the legislative/regulatory environment changes to ensure that they: 

• remain operationally fit for purpose
• reflect changes in technologies
• are aligned to industry best practice and support continued regulatory, contractual, and legal compliance. 

Changes to this policy will be presented to DRIC for review prior to publication. 

Further information 

Definitions

University

The University of Dundee is a Scottish Registered Charity, No. SC01509 with its registered office at Tower Building, Nethergate, Dundee DD1 4HN

Staff

Staff are salaried members of the University or contracted individually by the University to provide a service.

Student

A person pursuing any course of study in the University.

Visitors

A visitor is anyone, not a member of staff or student, requiring access to University premises or services.

Information

The result of processing, manipulating, or organising data. Examples including but not limited to, text images, sounds, codes, computer programmes, software and databases.

Data

Information in raw form.

Confidentiality

Property that information is not made available or disclosed to unauthorized individuals, entities, or processes.

Integrity

Property of accuracy and completeness.

Availability

Property of being accessible and usable upon demand by an authorized entity.

Relevant legislation

A non-exhaustive summary of the legislation and regulatory obligations that contribute to the form and content of this policy is provided in IT policies - relevant legislation

If you have any questions regarding this policy please contact the University’s Help4U service.