Introduction/Decision Summary
Policy Statement:
At Grand Valley State University (GVSU), we recognize the value of technology and the potential benefits it brings to retirees' personal and professional lives. This policy outlines the guidelines for retirees regarding the retention and usage of company-provided equipment after retirement. Hereafter, equipment may refer to desktops, laptops, cellphones, iPads, and any other technological equipment purchased with GVSU funds or with grant funds obtained while employed at GVSU.
Policy Guidelines:
1. Ownership and Transition:
a. Retirees who have been issued university equipment during their employment must return this equipment to IT on the final official day of their employment. Equipment should be returned to an IT Services location. [INSERT WEBSITE SHOWING ALL IT LOCATIONS FOR DROP OFF]
b. Employees at the AVP/Assistant Dean level or other employees with special circumstances may have the option to retain their equipment upon retirement, subject to the approval of their Executive VP or the Provost. The approval must be in email form and must CC vpit@gvsu.edu, it@gvsu.edu, and security@gvsu.edu. If approval is granted, this equipment is subject to the following restrictions:
1. The laptop remains the property of GVSU, and retirees must sign this agreement acknowledging that they understand and agree to the terms and conditions outlined in this policy.
2. GVSU reserves the right to transfer ownership of the equipment to the retiree or request its return at any time, depending on the circumstances, operational needs, or policy changes.
2. Acceptable Use:
a. Retirees who retain their university-issued laptops are allowed to use them for personal purposes within reasonable limits.
b. Personal use should not interfere with the organization's intellectual property rights, confidentiality, security, or ethical considerations.
c. Retirees should adhere to the same acceptable use policies that were applicable during their employment, including compliance with relevant laws, regulations, and organizational policies.
3. Software and Updates:
a. Retiree laptops will have all licensed and university-provided software removed, and the laptop will be reimaged to a base state. It is the retiree's responsibility to purchase and license any software they will require.
b. GVSU will not provide updates, upgrades, or technical support for software applications after retirement.
4. Security and Data Protection:
a. All data will be removed from the device before it is given to an employee at retirement. There are many types of data that are governed by employment policy and governmental agencies that do NOT prevent faculty and staff to retain data that contains any regulatory controlled data. This includes but is not limited to FERPA, PCI, GLBA, GDPR, HIPPA, PII, PHI, or any other data used to conduct university business.
1. Exclusions: Faculty-owned research, staff documents not containing GVSU business information [ come up with a more complete list]
b. Retirees are responsible for maintaining the security and integrity of the laptop and should take necessary precautions to protect it from theft, loss, or unauthorized access.
c. Retirees should not access or attempt to access any company systems, data, or resources unless specifically authorized by the organization.
d. The organization holds the right to request the return of the laptop for security reasons or in the event of potential data breaches.
e. Retirees are required to adhere to all current security standards as well as new standards instated by the university after retirement. It is the responsibility of the retiree to stay informed and comply with new security software, procedures, and policies.
d. No antivirus or malware software will be installed by GVSU. But, it is highly recommended that retirees purchase and continue to license antivirus and malware protection software like Bitdefender, Symantec, or McAfee. This is to protect the retiree and the personal and professional information they store and use on this equipment.
5. Termination of Privileges:
a. GVSU reserves the right to terminate the privilege of retirees keeping university equipment if there is evidence of misuse, violation of policies, or failure to comply with the terms stated in this policy.
b. Termination of privileges may result in the retrieval of the laptop or the restriction of access to certain functionalities or data.
6. Disposal or Return of equipment:
a. In the event that the retiree no longer wishes to keep the university equipment or upon GVSU's request, the equipment must be returned to GVSU.
b. Retirees should ensure that all personal data is removed from the equipment before returning it, following appropriate data wiping procedures provided by GVSU.
Policy Compliance and Review:
All retirees, past and present, retaining GVSU equipment must adhere to this policy. GVSU reserves the right to review and update this policy periodically to reflect changes in technology, security requirements, or operational needs. Non-compliance with this policy may result in disciplinary action, including loss of retiree privileges and revocation of GVSU equipment and accounts.