Portland Community College | Portland, Oregon

BP 8118 Enterprise Mobility Management

Statement of purpose

PCC’s Information Security Policies support the following goals:

1. Promote a “security is everyone’s responsibility” philosophy to assist PCC in meeting its business and legal commitments.
2. Ensure that PCC complies with all applicable laws and regulations.
3. Ensure the integrity, reliability, availability, and superior performance of IT resources.
4. Ensure that users are protected from data breach and cybercrime.
5. Ensure that use of IT resources is consistent with the principles and values that govern the use of other college facilities and services.
6. Prevent unauthorized disclosure of controlled sensitive data.
7. Prevent disruption of the learning experience.
8. Ensure the college is protected from financial, legal, regulatory, and reputational harm.
9. Ensure that IT systems are used for their intended purposes.
10. Establish processes for addressing policy violations and sanctions for violators.

In order to support a modern workforce faculty and staff may need to be provisioned with mobile technology or use their own for PCC business. Provisioned devices are managed by the college, but personal devices are not subject to the same level of device management. In both situations, faculty and PCC IT staff work to create secure controls that meet the needs of faculty and staff, without exposing the larger PCC technology environment to risk.

Scope statement

All Portland Community College (PCC) employees that create, use, maintain, or handle PCC IT resources are subject to this policy. This policy applies to use of all PCC owned and managed IT resources, use of any computer or mobile device connected to a PCC network, all controlled sensitive data stored or transmitted using PCC IT resources and all users of such data.

Policy summary

Portland Community College (PCC) faculty and staff may use mobile devices if appropriate controls are in place for the particular use case.

This policy shall be subject to and superseded by applicable regulations and laws.

Policy

1. PCC-owned mobile devices shall be fully managed by PCC IT.
2. User-owned mobile devices should use an isolated environment (or container) on the device for PCC business use if a personal device is used.
3. Software on mobile devices shall receive security updates within 7 business days.
4. PCC shall have the ability to remotely wipe PCC isolated environments (or containers) on user-owned devices.
5. PCC shall have the ability to remotely lock and wipe any PCC-owned mobile device.
6. Mobile device software shall be limited only to those approved by the Information Security department.

Exemptions

Personal devices that do not contain PCC controlled sensitive information are exempt from this policy, and instead should reference BP 8211 Personal Mobile Computing

Exceptions

Exceptions to this policy must be pre-approved in writing by the employees manager and the Chief Information Security Officer (CISO).

Policy violation

1. Violation of this policy may result in disciplinary action in accordance with PCC People, Strategy, Equity and Culture (PSEC) and/or Student Conduct guidelines.
2. PCC reserves the right to report security violations or compromises to the appropriate authorities. This may include reporting violations of Federal, State, and local laws and regulations governing computer and network use, or required accreditation reporting.
3. Anyone who violates this policy may be held liable for damages to PCC assets, including but not limited to the loss of information, computer software and hardware, lost revenue due to disruption of normal business activities or system down time, and fines and judgments imposed as a direct result of the violation.
4. PCC reserves the right to deactivate any User’s access rights (whether or not the User is suspected of any violation of this policy) when necessary to preserve the integrity of IT Resources.

Complaint procedures

Report non-security-related violations (such as receipt of inappropriate content, other People, Strategy, Equity and Culture (PSEC) policy violations, general college policy violations, or regulatory compliance violations) to a supervisor, PSEC, or EthicPoint.

Report information security and general technical policy violations to the IT Service Desk at 971-722-4400 or servicedesk@pcc.edu, or contact the CIO or CISO.

Governing standards, policies, and guidelines

• US Dept of Education: Guidance Letter – Protecting Student Information
• US Dept of Education: Family Educational Rights and Privacy Act (FERPA)
• US Dept of Homeland Security: Federal Information Security Management Act (FISMA)
• Gramm-Leach-Bliley Act (GLBA)
• FTC Red Flags Rule
• Health Insurance Portability and Accountability Act (HIPAA)
• International Organization for Standardization (ISO)
• National Institute Standards and Technology (NIST)
• Payment Card Industry Data Security Standard (PCI DSS)
• Sarbanes-Oxley (SOX) for Colleges and Universities

Definitions

• Chief Information Security Officer (CISO)
  Senior manager responsible for information security compliance at PCC.
• Controlled Sensitive Data (CSD)
  A general categorization that is used in PCC’s Information Technology (IT) policies (primarily the Information Security Policy and the Acceptable Use Policy) to represent all confidential and private information governed by those policies.
  • CSD includes: PII, PHI, HIPAA, FERPA, regulated, private, personal, or sensitive information for which PCC is liable if publicly disclosed.
• Cybercrime
  Criminal activity or a crime that involves the Internet, a computer system, or computer technology.
• Data Breach
  Generally, an incident in which sensitive, protected, or confidential data has potentially been viewed, stolen, or used by an individual unauthorized to do so.
  • Note: Although “breach” is a commonly used term in the information security community, legally, the term “breach” tends to only be used when a security event reaches the threshold of regulatory reporting. PCC legal council recommends using the terms “incident” or “compromise” until it can be determined whether an event satisfies the legal definition of a breach.
• Hardware
  The collection of physical components that constitute a computer system (a desktop computer, a server in a datacenter, a network switch, a printer, etc.)
• IT Resource
  (At PCC) All Information Technology (IT) resources that are the property of PCC and include, but are not limited to, all network-related systems; business applications; network and application accounts; administrative, academic and library computing facilities; college-wide data, video and voice networks; electronic mail; video and web conferencing systems; access to the Internet; voicemail, fax machines and photocopiers; classroom audio/video; computer equipment; software and operating systems; storage media; Intranet, VPN, and FTP.
  • IT Resources include resources administered by IT, as well as those administered by individual departments, college laboratories, and other college-based entities.
• Software
  A set of instructions that tells a computer what to do.
  • Computer software is generally constructed as programs (applications) written in a specific language designed to run on computer hardware. Most common softwares are applications for business and personal use. More specialized computer software runs the operating systems of computers, operates machinery, creates artificial intelligence in robots, controls scientific instruments, etc.
• System
  (In Information Technology [IT]) A computer system consists of hardware components that work with software components to achieve a defined outcome.
  • The main software component that runs on a system is an operating system that manages and provides services to other programs that can be run in the computer. Computer systems may also include peripheral devices such as printers, A/V equipment, operating machinery, etc.
• User
  Any person who makes any use of any PCC IT resource from any location (whether authorized or not).

Responsible executive

Chief Information Officer

Responsible officer

Chief Information Security Officer (CISO), Director of Infrastructure Services

Responsible office

IT Information Security, IT Infrastructure Services Division

Last revision date

09-09-2024