iPad & Netbook Purchasing & Support Guidelines
These guidelines are intended to support the exploration of new technology that has the potential to enhance the way we work and teach while we function within available budgets and in compliance with IRS guidelines.
Apple iPads are a convergence of iPods, PDAs, and computers. To download any applications, iPads require access to an Apple iTunes account. This limits the ability to use these as shared devices. Netbooks also signify the convergence of computers and personal devices. Netbooks are miniature computers with limited storage and applications.
Netbooks and iPads are not yet a replacement for a desktop or laptop as they are not as mature as computers; however, technology changes are rapid and this will likely change in the future.
Purchasing
Because the IRS sees the high likelihood of extensive personal use of both iPads and Netbooks, Carleton is generally unable to legally purchase these devices for individual use with tax-free dollars. When the Dean of the College office has determined a special project requires one of these devices, they may approve taxable stipend payments from a departmental budget to compensate for the personal expense. Tax law prohibits the use of PDA accounts in this way.
As an alternative to individual purchase, ITS will maintain a short term checkout (loaner) pool for college use (i.e. college travel, classroom development, experimentation, application development, etc.). For security purposes, these devices will be ”cleaned” each time they return from checkout. Loaner pool iPad and Netbook checkouts are intended to be for short time periods, usually less than 2 weeks, unless directly used in a classroom setting. Under no circumstances are they available for longer than one academic term.
Support
ITS will support individually owned iPads by helping connect them to an individual’s Zimbra mail/calendar account. This level of support is currently the level of support provided for individually purchased iPhones and iPod Touch devices. We can also provide basic troubleshooting for this equipment. ITS will not repair or provide extended support for this equipment. Most equipment is sold with an extended warranty. ITS recommends individuals purchase extended warranty support for individually owned equipment.
ITS currently is not supporting Netbooks due to the wide variety of Netbook brands and configurations.
Confidential Data
Confidential college data should never be stored on iPad and Netbook equipment.
We recommend a lock code be used on mobile devices, but note that this provides only a limited level of security and is not considered sufficient for confidential college data.
These devices should be considered windows into data stored elsewhere; they should not be a primary data store for confidential college data. This also eliminates issues with being unable to recover data from the device.
Software
Like other software, applications designed for Netbook and iPad devices and which are required for business purposes can be reimbursed via an individual PDA account or departmental budget. See PDA policy for details at http://apps.carleton.edu/campus/business/AcctPay/acctpaypol/pdapol/ .