Electronic smart device guidelines

An Electronic Smart Device (ESD) is any internet-capable device that is not a basic phone, desktop, or laptop/netbook computer. Examples of ESDs include iPhone, iPad, Blackberry, Windows mobile, Android or Slate.

Access to ESD

Senior staff would normally be provided with an ESD as part of their contract of employment with the University.

Additionally, some staff may require University-provided ESDs to support business operations or services. In these cases, approval will require a brief business case and sign off by the University Budget Advisory Committee. (See attached ESD Request Form.)

See conditions below regarding FedUni-supported ESDs.

Personally owned, salary sacrificed ESDs

All other staff may access ESDs through the University's existing salary sacrifice arrangements. Through this arrangement the device is the personal property and responsibility of the staff member. In cases where a University ESD is provided outside of a contract of employment, the approval will be noted on the staff member's HR file. For more details, regarding this option, please contact the Service Desk.

Taxation implications

It is the responsibility of the ESD user to understand and be familiar with taxation implications and take steps to minimise the University's liability. Individuals should seek independent advice about FBT or GST implications as it relates to their personal circumstances.

Use and support

Staff must be aware that use of University-provided ESDs, and access to the University WiFi network, is subject to the policies and procedures of the University. Purchase of productivity applications is the responsibility of the device owner. The University will not normally reimburse the cost of applications. Staff members may be entitled to claim the cost of applications as a personal income tax deduction.

Outlook/Exchange access

Access to corporate email and calendar is via Microsoft Outlook/Exchange.
See the supported mobile phones webpage before purchasing an ESD to ensure it is compatible with Outlook/Exchange. If your preferred mobile is not listed, the University is not obliged to provide access to Outlook/Exchange.
For users of UP ESDs:

  • The University accepts that by the nature of these devices significant personal content may accumulate on the ESD over time.
  • Users must create or utilise an existing personal email account to register their ESD.
  • Users must use their personal credit card (not a University purchase card) when purchasing applications or other content for their ESD.

Disposal and repair

If a staff member holding an ESD leaves the University within a 12-month period and wishes to retain the device (subject to approval by the Portfolio senior team member) it may be purchased from the University at an agreed price that accounts for any taxation liabilities the University might incur. Staff with salary sacrificed ESDs are covered by the conditions of that arrangement.

ITS should be consulted prior to initiating any repairs to a damaged or faulty ESD. They may contain sensitive or confidential University documents or email. This material could be accessed by a third party if the device is consigned for repair.

Security

Users must accept responsibility for their device's security. Users should be mindful of the level and amount of personal, confidential or otherwise sensitive information stored on, or accessible, via their ESD.
Physical security (in terms of loss or theft of the device) is enhanced by:

  • activation of a passcode, and 'data wipe' function if available on the ESD
  • activation of a mobileME (or similar) account enabling remote detect, disable and wipe of a lost or stolen device.