Laptop and Portable Device Policy

Definition of Portable Computing Device

Any easily movable device capable of receiving, transmitting, and/or storing data. These include, but are not limited to: notebook computers, handheld computers, tablets (e.g., iPads, etc.), PDAs (personal digital assistants), pagers, smartphones (e.g., iPhones, etc.), Universal Serial Bus (USB) drives, memory cards, external hard drives, data disks, CDs, DVDs, and similar storage devices.

Personal laptops and portable devices

Sysnet does not maintain personal laptops or portable devices. Problems related to hardware or applications not supported by Sysnet should be directed to ITS. Sysnet will provide necessary licensing information for Oden Institute licensed software and is available to help assist with the installation should you have problems.

Oden Institute laptops and portable devices

Portable devices purchased with Institute funds are subject to the following guidelines.

  • New portable devices received by Sysnet will be powered on and inspected to ensure they are not DOA or damaged.

  • Sysnet will provide necessary licensing information for Institute licensed software and is available to help assist with the installation should you have problems.

  • Sysnet recommends installing anti-virus software through ITS and will assist if you should have problems.

  • User will fill out, sign and return an Off Campus Equipment Inventory sheet

  • Windows

    • Windows is not fully supported by Sysnet.

Non-University owned devices for research work

All research work shall be conducted on University owned devices

RUSP 11.3.3: Storing Confidential University Data on personal devices requires department-head permission and an ISO-approved exception. (https://security.utexas.edu/policies/irusp#standard11)

IRUSP 1.9.9 & 8.3: Data Owners must document permission/justification, and any approved personal device must be verifiably configured to University security controls (e.g., endpoint management/agents). (https://security.utexas.edu/policies/irusp#standard9)

Minimum Security Standards (Systems): The MSS applies to all devices connected to UT networks handling Confidential, Controlled, or Published data. (https://security.utexas.edu/content/min-security-standards/systems)

ISO’s remote-work page states: “University work must not be performed directly on an employee’s non-UT-owned equipment”; it lists unpublished research data in its examples, so research work should not be done on personal devices. (https://security.utexas.edu/working-remotely)

Based on our policies and standards, unpublished research should be conducted on UT-owned/managed devices or UT-hosted remote desktop/VDI for research; in order to use a non-UT managed device, an approved ISO exception where the director has accepted the risk, and all required UT controls are in place for the non-UT managed device.

No exceptions will be granted

Laptops on the Oden Institute network

Sysnet has designated laptop ports in each office. Should you have problems with connectivity, submit a help request to RT.

All systems connected to UTnet should adhere to the Minimum Security Standards for Systems, found at: