VII:01:23 Use of Portable Computer Systems Policy

Purpose

This policy provides guidance on the use of portable computer systems at all Volunteer State Community College locations. This policy ensures proper safeguards are in place to protect Vol State’s information assets, systems, and services against unauthorized use, disclosure, modification, damage, and loss.

Definitions

For the purposes of this policy, the following definitions shall apply:

  1. Information Technology Resources – all Volunteer State Community College information technology hardware assets, software assets, computing systems, networks, network components, facilities, services, data, and information, regardless of location, provider, management, medium, or how the resource is provided/delivered, that exists for the purpose of conducting business or academic activities. This includes, but is not limited to, computers, servers, mobile devices, email systems, internet access, cloud-based applications, databases, and any associated peripherals or support services.
  2. Portable Computer System – a computing device designed for mobility and ease of transport. This typically includes devices with an integrated display, battery, and input mechanisms, enabling users to operate them in various locations. Examples include laptops, notebooks, and tablets.

Policy

  1. Portable computer systems are available to full-time employees and adjunct faculty of Vol State through the IT Department. The primary purpose is to provide information systems resources when users are away from campus sites. Other employees, as approved in writing by the respective Vice President and CIO, may also be provided with a portable computer system.
  2. Portable computer systems are available to students on a check-out basis through the IT Help Desk. The primary purpose is to provide students who cannot otherwise access these types of resources with information resources for academic and College business activities when enrolled in Vol State classes.
  3. Each request for a portable computer system requires completion of a Portable Electronic Equipment Assignment form.
  4. Each portable computer system that is permanently assigned shall require justification and the approval of the employee’s immediate supervisor. Students shall not have portable computer systems permanently assigned.
  5. Users assigned a portable computer system assume full responsibility for the system until it has been properly surrendered and accepted by the receiving authority. As indicated on the Portable Electronic Equipment Assignment form, the user may be held liable for the repair or replacement of the unit should it be damaged, lost, or stolen due to their negligence while the system is assigned to the user.
  6. Where a user is provided with a permanently assigned portable computer system, the user’s assigned desktop computer will generally be removed from the user’s work area and returned to inventory by the IT Department.
  7. Users shall not store any personal or Vol State data on any portable computer system. All Vol State data shall be stored within the associated cloud- or web-based application, or within a Vol State-approved cloud storage solution. Approved cloud storage solutions provide necessary encryption and backup for Vol State data. Under no circumstances will a user store Vol State data on any cloud storage solution that is not approved for such storage by the IT Department.
  8. Users shall use only software provided and authorized by Vol State on assigned portable computer systems. Authorized software must be used in accordance with the software suppliers’ licensing agreements. All software on Vol State-owned/leased computers must be approved and installed by the Vol State IT Department.
  9. Users shall ensure that the centralized, automated anti-malware software deployed to assigned portable computer systems by the IT Department is functional and up to date with the latest definitions. Users shall NOT:
    1. Remove or disable anti-malware software from Vol State-owned/leased computer systems and IT resources, including portable computer systems.
    2. Attempt to remove malware-infected files or attempt to clean-up an infected Vol State-owned/leased computer system, other than using approved Vol State anti-malware software and associated procedures.
    3. Attempt to load or install any other anti-malware software onto any Vol State-owned/leased computer system.
  10. The Chief Information Officer (CIO) or their designee has the final authority to interpret the terms of this policy. The CIO or designee may grant exceptions to this policy, in writing, based on an evaluation of the risks versus the benefits.

 

TBR Source:  none.

VSCC Source:  September 1, 1983, President’s Cabinet: February 29, 2008, President’s Cabinet; August 13, 2025, President’s Cabinet.