OUWB Technology Student Usage Policy

Authorizing Body: OUWB School of Medicine
Date Issued: August 1, 2011
Last Update: March 17, 2025

Rationale:

Oakland University provides computing, networking, and information resources to support its mission of teaching, research, and public service. This policy specifically outlines the guidelines for the use of MacBooks and iPads issued to medical students by OUWB School of Medicine, complementing the broader use of University Technology Resources.

These devices are intended to support academic, clinical, research, and professional development activities. By accepting the devices, students agree to comply with this policy to ensure their proper use, maintenance, and security.

Scope and Applicability:

All students enrolled in the School of Medicine

Standard Practice Guideline:

1. Ownership and Responsibilities
   • The MacBook and iPad remain the property of OUWB School of Medicine for the duration of the student’s enrollment.
   • Students are responsible for the care, maintenance, and safekeeping of the devices.
   • Students must sign this Technology Student Usage Policy to acknowledge receipt of the devices and agree to abide by this policy.

2. Appropriate Use
   • Devices are intended for educational purposes, including coursework, clinical training, research, community service activities and professional development.
   • Personal use of the devices is permitted but should not interfere with academic or clinical responsibilities.
   • Students must not use the devices for illegal activities, including but not limited to hacking, copyright infringement, or accessing unauthorized materials.
   • Students must abide with the use of University Technology Resources Policy and any applicable Corewell Health or affiliated hospital or clinic policy.

3. Device Configuration and Software
   • The devices are centrally configured using a device management system with institution-approved software which is critical for academic or clinical activities.
   • Prior to installing any software, students must contact the OUWB HelpDesk for approval.
     The installation of unauthorized or malicious software is strictly prohibited.

4. Security and Privacy
   • Students must ensure that devices are password-protected and that passwords are kept confidential.
   • Devices must not be shared with others, including family or friends.
   • Students must not store, email, or print files containing sensitive Protected Health Information on any device.
   • Any lost, stolen, or compromised devices must be reported to the OUWB Help Desk immediately. 

5. Maintenance and Technical Support
   • Students are responsible for routine updates to the operating system and software as directed by the OUWB HelpDesk.
   • All device repairs and replacements due to accidental damage, loss, or theft may incur charges as outlined in the device agreement.
   • All device repairs must be processed through the OUWB Helpdesk.
   • The OUWB Helpdesk is available to assist with technical support during school hours.

6. Monitoring and Compliance
   • OUWB School of Medicine reserves the right to monitor device usage to ensure compliance with this policy.
   • Violation of the policy may result in disciplinary actions, including but not limited to revocation of device privileges, academic penalties, or legal consequences.

7. Prohibited Actions
   • Unauthorized access or attempts to access restricted systems or networks.
   • Alteration, deletion, or misuse of institutional data.
   • Use of devices to harass, intimidate, or discriminate against others.

8. Transfer of Ownership
   • Students must complete the OUWB process for ownership transfer per OUWB Help Desk instructions.
   • Devices do not need to be returned; ownership is transferred to students upon completing the process to transfer ownership upon graduation or separation from the institution.

Students who fail to complete the ownership transfer process will be unable to sell, trade, or obtain maintenance services for their device, including at the Apple Store, after leaving the institution, as device ownership will remain with OUWB School of Medicine.

Procedures:

A violation of the  University Information Technology Policy or OUWB Technology Policy may result in:

• Losing the privilege of using Computing and Network Resources and OUWB computer devices;
• Disciplinary actions imposed by Oakland University and OUWB School of Medicine and/or prosecution under applicable law.

Definitions:

Protected Health Information (PHI) refers to any individually identifiable health data that is created, received, stored, or transmitted by healthcare providers, insurers, or other entities covered under the Health Insurance Portability and Accountability Act (HIPAA). PHI includes information related to a person's past, present, or future health condition, healthcare services, or payment for healthcare that can be linked to an individual.

Related Policies and Forms:

• Use of University Information Technology Resources; Oakland University Administrative Policy #890
• Corewell Health’s Use of Protected Health Information