Personal Mobile Device Policy

  • Computing and Technology
Responsible Unit Brockport Information & Technology Services
Responsible Cabinet Member VP for Administration & Finance
Adoption Date 2013-07-18
Last Revision Date
Last Review Date

Policy Statement

SUNY Brockport provides and supports baseline connectivity to the University’s Exchange email and calendaring environment through state-owned computers and mobile devices.

We are aware that users will come to this campus with a wide range of devices with a wide range of capabilities and many will want or need to connect to University systems, particularly the Exchange Collaboration Suite, with personal devices.

We want to facilitate this kind of mobile device use, while at the same time protecting the security and integrity of the University’s network and data infrastructure, and maintaining the confidentiality of University and State data which may be placed on the personal devices as a result.


There is no purpose/scope provided for this policy at this time


What devices are covered by this policy?

  • cell/smart phones
  • tablets

Who is covered by this policy?

  • All SUNY Brockport mobile device users.


There are no definitions for this policy at this time.

Policy Procedures


By default, Activesync and IMAP are turned off for all Exchange users.

Webmail will always be available on any smartphone or tablet which has a web browser and a wifi connection - this is the default baseline connectivity provided for mobile devices. Connectivity beyond the baseline requires some agreement on the part of the user to certain behaviors and configurations of the device.

Activesync connectivity can be turned on for mobile device users (even for personal devices) as long as they agree to allow the University to wipe the device if it is lost, stolen, replaced, or changes ownership, or if the user is separated or terminated from the University;

  • Agree to notify the university immediately upon the device being lost, stolen, replaced, or changes ownership.

In the case wherein a device does need to be wiped, the University is not responsible for personal data that is lost. It is the user’s responsibility to back up their personal data. IMAP connectivity can be turned on for users if they agree to use university-provided smtp for outbound mail, but this would only be done if other methods such as Activesync were not workable.

For “recommended” devices, documentation and assistance/support will be provided to the user in making and maintaining the connections. For non-recommended devices, general documentation can be provided, including such things as server names, port numbers, etc., but device-level support will not be available.

We will work out procedures with ITEC to support the additional connectivity provisions of this policy


Additional connectivity beyond the baseline will be provided only if the user signs off on an agreement specifying their responsibilities and giving the university certain permissions.Whether an additional connectivity agreement is in force or not, it is expected that all mobile device users who are employees of the university will abide by the confidentiality agreement they should have already signed.

Non-employees receiving additional connectivity should also sign off on a confidentiality agreement or those provisions will be included on a special connectivity form.

The University will wipe devices back to factory condition if they are reported lost, stolen, replaced, or change ownership.
If a user who has a non-state-owned device with additional connectivity is separated or terminated from the university, steps will be taken to remove all state information from the device. This may require wiping the device to factory condition — this agreement shall also be included on the connectivity form.

Links to Related Procedures and Information

Personal Mobile Device Summary

Personal Mobile Device Agreement FAQs

Personal Device Request/Agreement Form

Contact Information

Brockport Information & Technology Services
Office Location: Allen Admin 216A
Phone: (585) 395-5151
BITS Web Page

History (in descending order)

Item Date Explanation
Next Review Date 2018-07-18 Five-year review
Adoption Date 2013-07-18 Policy Adopted


There are no approvals for this policy at this time.