19.08 / Usage of Personal Digital Assistants

Preamble: 
As a state educational institution of Kansas, Wichita State University must be concerned about the appropriate usage of state resources and about the safety of its employees and others who perform services for the University.  With the increasing prevalence of personal digital assistants, this policy statement is intended to provide information and guidance about University expectations regarding such usage. 

Policy Statement:

1.  Usage of a state-provided personal digital assistant is a privilege and is provided to improve University operations and service and to enhance operating efficiencies.  It is intended that a state-provided personal digital assistant be used for business purposes only.

2.  A state-provided personal digital assistant should be used when such usage is the most cost-effective way to conduct state business.

3.  Justification for a state-provided personal digital assistant is left to the determination of department heads or budget officers with the understanding that regular audits by the state of Kansas are to be expected.  No University employee may approve his/her own service plan for a state-provided personal digital assistant.

4.  More than minimal personal usage of a state-provided personal digital assistant without advance written authorization from the appropriate Vice President or the President is not allowed.  Employees will reimburse the University for all additional charges resulting from personal usage.

5.  Misuse of a state-provided personal digital assistant will result in revocation of its use and forfeiture of the device. 

6.  Excessive use of a non-state-provided personal digital assistant for personal business during work hours is considered outside an employee scope of employment.

7.  Employees are not expected to use a non-state-provided personal digital assistant for official University business.  Employees will not be reimbursed for the cost of using a non-state-provided personal digital assistant for official University business without the advance written authorization of the appropriate Vice President or the President.

8.  Anyone operating a state-owned vehicle should not use a personal digital assistant while operating such vehicle.

9.  Anyone using potentially hazardous equipment while working for the University should not use a personal digital assistant while operating such equipment.

10.  A non-exempt employee may not use a personal digital assistant outside of regularly assigned work hours without specific and advance authorization from the employee's supervisor or budget officer. 

11.  Violation of this policy will be grounds for disciplinary action, up to and including termination.  Such disciplinary action will be taken in accordance with applicable University policies.

Implementation:
This policy shall be included in the WSU Policies and Procedures Manual and shared with appropriate constituencies of the University.

The Chief Information Officer shall have primary responsibility for publication, dissemination and implementation of this University policy.

Effective Date: 
March 6, 2007