TEC-S008 Department-Managed Loaner Laptop Programs

1.0    SCOPE:  
1.1    This standard applies to all departments at Austin Peay State University that issue laptop computers to students or other individuals who are not active employees.
1.2    This includes, but is not limited to:

• Short-term loaner laptops
• Long-term loaner laptops
• Grant-funded or program-specific devices
• Department-owned systems issued outside standard IT service offerings

1.3    This standard applies specifically to devices that are not provisioned, managed, or supported by the Office of Information Technology (OIT).

2.0    RESPONSIBILITY:  
2.1    Departments issuing loaner laptops are fully responsible for all aspects of device lifecycle management, including inventory, support, and security.
2.2    OIT provides procurement services to ensure devices are properly tagged and recorded in the university asset inventory.
2.3    Departments assume full accountability for operational, technical, and risk management activities related to these devices.

3.0    APPROVAL AUTHORITY:
3.1    Chief Information Officer

4.0    DEFINITIONS:
4.1    Department-Managed Device:  Any computing device owned and managed by a university department for use by individuals who are not active APSU employees.
4.2    Loaner Laptop:  A university-owned device temporarily issued to an individual for academic, research, or operational use.
4.3    BYOD Equivalency Principal:  A designation indicating that a device not managed by OIT is treated similarly to a personally owned device from a governance and support standpoint.

5.0    STANDARD:

5.1    Governance and Operating Model
5.1.1    Department-managed loaner laptops operate under a fully decentralized support model.
5.1.2    Devices not managed by OIT are considered functionally equivalent to Bring Your Own Device (BYOD) endpoints.
5.1.3    These devices operate outside OIT service delivery frameworks and enterprise management platforms.

5.2    Procurement and Asset Ownership
5.2.1    Devices must be purchased using departmental funds.
5.2.2    Devices must be procured through OIT to ensure proper asset tagging and inclusion in the university inventory.
5.2.3    All loaner laptops remain university-owned assets

5.3    OIT Service Boundaries
5.3.1    OIT does not provide the following services for department-managed loaner laptops:

• Technical support
• Device configuration or lifecycle management
• Inventory tracking beyond initial asset tagging
• Security enforcement or monitoring
• Incident response

5.4    Departmental Responsibilities
5.4.1    Asset Management

• Maintain department-level inventory records
• Manage checkout and return processes
• Define, fund, and execute device refresh cycles

5.4.2    Technical Management

• Configure devices and perform updates
• Provide end-user support

5.4.3    Risk and Incident Management

• Respond to loss or theft
• Manage security incidents
• Ensure compliance with applicable policies

5.5    Device Configuration
5.5.1    Devices shall not be joined to Active Directory or managed through enterprise mobile device management (MDM) systems.
5.5.2    Devices shall be locally administered by the owning department.

5.6    Data Management
5.6.1    There is no expectation of institutional data retention on these devices.
5.6.2    Devices may be wiped at any time without data recovery.
5.6.3    No centralized backup services are provided.

5.7    Security and Compliance
5.7.1    Departments are responsible for defining and enforcing security controls on loaner laptops.
5.7.2    Loaner laptops should not be used to store restricted or sensitive university data.

5.8    Support Model
5.8.1    All support for department-managed loaner laptops must be provided by the issuing department.
5.8.2    OIT does not assist with troubleshooting or maintenance.

5.9    Risk Posture
5.9.1    Department-managed loaner laptops operate outside institutional governance frameworks.
5.9.2    Departments assume all associated risks, including operational, technical, and security risks.

5.10    Device Identification (Optional)
5.10.1    Departments may label devices as:  "Loaner Laptop - Department Managed"

6.0    ASSOCIATED DOCUMENTS:
6.1    Acceptable Use of Information Technology Resources Policy
6.2    TEC-S002 Computer Inventory Standard

7.0    RECORD RETENTION TABLE:

8.0    REVISION HISTORY:
Date:    Rev.    Description of Revision:
6/1/2026        Initial Release
      

 
***End of Standard***