Electronic Device Policy

Effective July 1, 2008, Ball State University instituted an electronic device policy. Electronic devices, including all cellular telephones, data, and e-mail devices are covered under this policy. 

Starting July 2011, university vice presidents have identified positions within their respective areas that will require a device. Positions that are approved based on the new policy's conditions will no longer be required to submit an annual request justifying a need for a device.

Approved positions will fall into one of the following provision plans:

1. Basic plan includes provisions for voice only. 
2. Average plan includes provisions for normal levels of voice, data, and text usage. It also includes provisions for insurance and device replacement.
3. High plan includes provisions for increased levels of communications and perhaps more than one device. It is anticipated that very few employees will fall into the high plan.  Additional justification is required for this plan, along with an approval signature of the Vice President of that area. 
4. University Owned: The bill for this device will be paid by the issuing department. Information Technology Services will work with the department to choose the lowest cost plan to fit the expected use.

The new policy also provides criteria and outlines the approval process for secondary devices (iPad, tablet, etc.). This would be in addition to an employee's primary device (i.e. desktop computer, laptop, cell phone, PDA, data or e-mail device).  The university will not pay for any cellular voice/data plans associated with secondary devices.

The following options are available regarding electronic devices.

Option 1: Personally Owned Electronic Device
Departments may provide a technology allowance payment to individuals for charges incurred as a result of the employee's use of a personal electronic device and/or service for official business.

Option 2: University Owned Electronic Device
The departmental budget account will be billed in accordance with the approved contracts managed by ITS Business Operations. Departments will receive monthly billing reports, summarizing activity for each user.  The employee and their immediate supervisor are responsible for reviewing personal and business use of university owned equipment.

Select the following link to download the complete Electronic Device Policy-EDP (PDF).  Select the following links below to download Electronic Device Policy request forms.

• Electronic Device Allowance Agreement (PDF) 
• Application (Apps) Request (PDF) 

Select the following links below to download Information Technology Services forms. 

• Verizon Assumption of Liability (PDF) 
• Ball State Cellular Call Log (PDF)