As part of UT’s effort to address high-risk security vulnerabilities and to mitigate potential risks to sensitive data and IT resources on campus, we want a better understanding how personal computers are being used for research and UT work. This is to become compliant with security policies requiring UT work be completed on devices that are owned by UT and managed by UT IT staff.

Our goal is to have everyone completing their UT work on a UT-owned computer and for that computer to be capable of performing the required functions while being compliant with security policies.

First, we need to understand why personal computers are being used

We know a variety of circumstances have lead to faculty, staff, graduate students, undergraduate student employees and researchers using their personal computers for their UT work. However, we don’t know the specifics of those circumstances nor the scale— so we need your help.

This form should be filled out by anyone using their personal computer for UT work or research. This includes faculty, staff, graduate students, TAs, research staff, undergraduate student employees, and undergraduate researchers. If you know or supervise anyone using their personal computer, please send them this page so they can fill out the form.

This form is so we can tailor solutions to your needs. Any information provided will not be used against you, your department, lab, supervisor, nor anyone else. We understand there may be roadblocks that have made using a UT-owned computer challenging— or not an option. We want to mitigate those challenges to make compliance easier. However, campus is increasingly clamping down on IT security issues and we have to address personal computer usage.

Identifying solutions to meet needs and mitigate constraints

ME IT is working to identify options for employees using personal devices for UT work. We’ll use the information provided through form submissions to find solutions that take into account technical, logistical, and financial needs. ME IT may reach also out to lab PIs or supervisors if we have questions or want more insight when designing solutions.

While ME IT realizes this is easier said that done, the primary solution is that tenure-track faculty and PIs should budget for and provide funds to address the purchase of UT computers through ME IT as required by policy for their areas of responsibility including research labs. Budgetary planning should continue regularly to address computer/device lifecycle replacements where applicable. Grant proposals should always include the cost of IT hardware to complete the work. ME IT can assist with this process.

Implementing solutions

How solutions are communicated and implemented will depend on a variety of things, so we don’t know what it will look like. We also don’t have a timeline nor can we provide an estimate on when any solutions might become available.

When solutions do become available, our goal is for the implementation to cause as little disruption to productivity as possible.

FAQs

When will options be identified, communicated, and made available?

We don’t know yet, but it’s a priority of ME IT. As more information becomes available and decisions made, we will update this page. We’ll also do our best to directly update those impacted when any actions are ready to be taken.

Why is it a problem for me to use my personal computer for UT work?

Using a personal computer for UT work increases the probability of a cyberattack against the University or that UT data is compromised. This is because personal computers introduce variables that can be exploited. Engineering fields are especially targeted due to advanced and high-value research. ME IT-managed computers have enterprise solutions applied to enforce security requirements as best as possible to keep your data safe. The UT Information Security Office (ISO) is constantly scanning for threats and watching our IT environment to detect and prevent cyberattacks. ME IT works with the ISO to make sure our IT environment is as safe and secure as possible, but we can only protect what we can see and control.

You also risk inconvenience and your personal data when you use your personal computer for UT work. In an open records request or other legal proceeding, you may be required to turn over any devices containing UT data, including personal devices, for the entire contents to be reviewed. When it comes to UT data, there is no expectation of privacy and the UT data is prioritized over your personal data.

What should I do if I'm currently using a personal device for UT work?

Anyone who uses a personal computer should fill out the Personal Device Use Identification form so the department can determine the scale and users' needs. If you supervise anyone such as students or research assistants who use personal computers, please send them the form so they can fill it out as well.

Full-time staff should submit a ticket to mech-it@austin.utexas.edu requesting a work computer. Tenure-Track faculty should provide funds to address the purchase. Professional track faculty can request the purchase of a work to mech-it@austin.utexas.edu for review. ME IT will do our best to provide a computer to you for your UT job duties.

Will I be required to enroll my personal computer in UT Endpoint Management (EPM)?

NO. ME IT will not enroll and is not permitted to enroll personal devices in central EPM.

Is there a plan to provide UT laptops to researchers that are currently relying on their personal computer?

We’re still working to identify options based on the needs identified and collaborating with leadership. It has been longstanding practice that tenure-track and research faculty purchase necessary IT equipment from existing allocated funding or other sources such as grants, gift funds, etc.

What about undergraduate researchers working in my lab? What if I have a large number of students involved in research throughout the academic year?

We don't have a solution identified yet, but this is a need we are aware of and planning for.

If this describes your situation, please tell us more through the Personal Device Use Identification form.