FAQs - SHSU Prohibited Technologies

View the question below for answers to any concerns you may have regarding SHSU prohibited technologies. 

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• Why does SHSU have to comply with the Governor's Directive on Prohibited Technologies?

  SHSU is a state agency; therefore must comply with requirements set by the Office of the Governor, rules set by regulatory agencies, and legislative mandates passed into law. Further, the Texas State University System (TSUS) issues policies corresponding to similar compliance requirements.

• Can I request an exception to access a technology prohibited by the Governor's directive?

  Yes, faculty and staff may request exceptions. To request an exception, complete the Exception Request Form. The form must include a business justification and be approved by the President. 

• What is a mobile device?

  For this policy, mobile devices include but are not limited to laptops, smart phones, tablets, smart watches, and e-readers.

  The longer definition of a mobile device is: a portable computing device that has a small form factor such that it can easily be carried by a single individual; is designed to operate without a physical connection (e.g., wirelessly transmit or receive information); and is powered on for extended periods of time with a self-contained power source. Mobile Devices may also include voice communication capabilities, on-board sensors that allow the device to capture (e.g., photograph, video, record, or determine location) information, and/or built-in features for synchronizing local data with remote locations.

• What technologies are prohibited?

  The DIR maintains a list of prohibited technologies, including software, applications, developers, hardware, equipment, and manufacturers, as well as technologies from any subsidiary or affiliate of an entity on DIR’s list (e.g., a software studio or child company partially owned by a listed entity).
  
  

• I am an employee, how does this impact my day-to-day?

  This answer depends on the tools and technologies you use on a day-to-day basis. Employees who use only university-owned devices, software, and other technologies to do their job should experience little to no impact. Other employees may experience some changes, such as switching to different software or other technologies or working with their department to acquire university-owned devices to use for work.

• I am a faculty member teaching a course at SHSU that uses prohibited technology, what do I do?

  You can request an exception by completing the Exception Request Form. This request must be approved by the university president.

• What do I do if I currently use a prohibited technology for university business?

  Discontinue the use of the prohibited technology and request an exception by submitting an Exception Request Form. Be sure that you include your business justification for continuing use of the technology. This exception must be approved by the university president.

• I am an employee who has prohibited technology on my personal mobile device. May I continue to check my SHSU email, access the VPN, or log in to Banner and other SHSU systems from my device?

  No. Having prohibited technology on your personal device while conducting state business is prohibited. You need to remove the prohibited technology before continuing to use this device for university business. If you are required to conduct university business on this device and cannot or will not remove the prohibited technology, you should consult with your supervisor about what device(s) may be made available for performing your duties.

• Can I still work from home with a shared office space if I work with confidential information?

  Employees using university-issued mobile devices will not be impacted. Employees are prohibited from using personal devices with prohibited technologies installed for university business whether at home or on campus.

• Is my home now considered a sensitive location when working with university data?

  No. Sensitive locations will be designated by SHSU and will be marked as such.

• Is my home network now prohibited from allowing devices with prohibited technology from connecting to it?

  No. Objective four’s requirements for network restrictions are limited to university-owned networks.

• I am an employee using my personal device to work remotely, may I continue to do so?

  It is recommended that a university-issued device be used to work remotely. However, if a personal device is being used to conduct university business, prohibited technologies cannot be installed.

• I am an employee using my personal phone to text or call my coworkers about work-related items, is this allowed?

  Yes, you are allowed to use your personal device to call or text your coworkers to conduct university business if you are not transmitting sensitive or confidential information.

• I have a personal device with prohibited technology installed, can I respond to Duo notifications or calls to log on to my SHSU accounts?

  Yes, within the scope of this prohibition, using your personal device as part of Duo Multi-Factor Authentication (MFA) is not considered conducting state business or university business.

• I use my personal device to check my SHSU email, does it have to be enrolled in the university's device management software?

  No. SHSU's device management software is for university-owned devices.

• I am trying to purchase a piece of hardware and I want to make sure it is compliant, where do I go to check?

  The DIR maintains a list of prohibited technologies, including software, applications, developers, hardware, equipment, and manufacturers, as well as technologies from any subsidiary or affiliate of an entity on DIR’s list (e.g., a software studio or child company partially owned by a listed entity).

• Can I access TikTok (or other prohibited software) on SHSU property as long as I am using a personal device and my own data?

  SHSU does not manage user’s personal devices. Users with personal devices with prohibited technologies installed will be prohibited from entering sensitive locations and blocked on the SHSU network if they connect to SHSU-owned networks.

• I am a student, not a SHSU employee, why do these rules apply to me?

  These rules apply to all individuals accessing university-owned information resources.

• I am a student employee, if other students can have TikTok on their personal devices, why can't I?

  You may have prohibited technologies on personally-owned devices. However, you cannot conduct university business from a personally-owned device that contains prohibited technologies.